We are seeking a professional, organized, and dependable Receptionist / Administrative Assistant to serve as the first point of contact for our law firm. This position is responsible for creating a welcoming and professional experience for clients and visitors while providing day-to-day administrative and office support to our team.
The ideal candidate is personable, detail-oriented, comfortable handling a high volume of calls and administrative tasks, and able to prioritize responsibilities in a fast-paced professional environment.
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Answer, screen, and direct incoming phone calls to the appropriate team members
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Greet clients, visitors, vendors, and other guests in a professional and welcoming manner
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Manage the front desk and maintain a clean, organized reception area
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Take accurate and detailed messages and ensure they are promptly routed to the appropriate staff
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Assist existing clients with reaching their assigned team members and appropriately escalate urgent or sensitive calls
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Monitor and distribute messages received through the firm's answering service
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Schedule meetings, client visits, and other appointments as needed
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Receive, sort, scan, distribute, and process incoming mail and packages
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Assist with maintaining and updating client information and correspondence in the firm's case management system
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Retrieve and distribute daily correspondence from external claims portals and ensure documents are properly saved to client files
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Prepare and assemble client intake and mailing packets
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Assist with generating and organizing client forms and supporting documentation
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Maintain office, kitchen, copy room, and reception supplies and communicate replenishment needs to the Office Manager
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Coordinate with office equipment and service vendors when necessary
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Assist with weekly organization and upkeep of common office areas
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Provide general administrative support to attorneys, management, and staff
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Assist with office events, birthdays, holidays, and other firm activities
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Perform additional administrative duties and special projects as assigned
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Prior receptionist, administrative assistant, or professional office experience preferred
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Law firm or other professional-services experience is a plus
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Excellent verbal and written communication skills
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Professional and courteous telephone manner
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Strong organizational skills and attention to detail
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Ability to manage multiple responsibilities and prioritize tasks effectively
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Comfortable working with databases, email, Microsoft Office, and other business software
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Ability to learn new systems and procedures quickly
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Strong judgment when handling confidential or sensitive information
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Dependable, punctual, and able to work effectively as part of a team
This role is an important part of our clients' experience with the firm. We are looking for someone who is professional, warm, proactive, organized, and willing to help wherever needed. The successful candidate will understand the importance of excellent client service while maintaining accuracy, discretion, and professionalism in a busy law firm environment.
