Receptionist Secretary Administrative Assistant

DGVE law® - Hingham, MA

30+ days agoFull-time

Client Services Coordinator
DGVE law®-Hingham, MA

Full-time (36 hours/week)
Monday-Thursday 10:00 AM - 7:00 PM (Fridays off)

Full-time position as our small, local, law firm’s client sales and service specialist. Key point of contact making first impressions, helping to protect and promote our law firm’s brand and culture, and providing general administrative and clerical support for the managing attorney and support staff team.

Responsibilities include:

  • reception services– greeting and welcoming all callers and visitors
  • conduct all initial client intake, screening, conflict checking, and gatekeeping, including email correspondence and 20-minute incoming calls with cold and warm leads to qualify prospective clients for initial appointment scheduling
  • contact relationship management, lead tracking, and follow up
  • accurate and comprehensive data entry and database maintenance
  • appointment scheduling and calendar management
  • paper and electronic file creation and maintenance
  • presentation packet assembly and distribution
  • routine spoken and written correspondence
  • internal memo and outgoing correspondence preparation
  • open, sort, scan, and distribute incoming correspondence
  • manage outgoing mail, including walking trips to the post office
  • office administration, including supplies tracking and ordering
  • other administrative tasks including occasional company errands
  • attorney and team member support including preparation of weekly team meeting agenda, task tracking and follow up
  • client payment processing
  • soliciting and managing client feedback
  • light office maintenance to keep the office clean, tidy, and well-stocked
  • ensuring smooth operations of the entire office and team
  • small event planning and facilitation
  • other related and necessary duties as assigned

Qualifications include:

  • bachelor's degree
  • minimum 3+ years of directly relevant office experience providing administrative support
  • good analytical skills, with attention to detail
  • clear, professional, spoken and written communication skills
  • outstanding organizational and time-management skills
  • facility and experience with adapting to change, prioritizing tasks for short term assignments and long-term projects, triaging “emergencies,” problem-solving under pressure, juggling multiple projects with accuracy and attention to detail, and shifting gears at a fast pace and under deadlines
  • exceptional customer service skills
  • ability to interact collegially with coworkers, clients and others encountered at work
  • ability to consistently work set hours at our office, maintaining a reliable record of attendance and punctuality; position requires daily personal interaction with clients and coworkers
  • positive attitude
  • basic marketing and public relations skills
  • strong proficiency in: Microsoft Office suite including template creation and mail merge; Google; and Adobe Pro, including PDF portfolio assembly and extractions
  • experience and comfort using cloud-based software programs
  • working knowledge of operating standard office equipment
  • ability to handle sensitive information with the highest degree of integrity and confidentiality
  • prior experience in a law firm or medical office, and sales and marketing experience are pluses
  • unfortunately, office is not accessible; must be able to climb stairs easily

Benefits include:

  • free parking within a short walk (about 5-7 minutes)
  • lots of shops and amenities within a close walk
  • comfortable office space
  • excellent team camaraderie within a respectful and appreciative firm culture doing meaningful work to help other people
  • casual dress Mondays & Fridays off
  • ongoing training and professional skills development opportunities
  • 6 paid + 6 unpaid holidays per year (12 holidays total)
  • 1 week of paid vacation + 2 weeks of unpaid vacation time per year during Massachusetts public schools’ vacation weeks
  • up to 1 week of sick time per year
  • 401(k) retirement savings plan with 3% employer matching contribution

DGVE law® is proud to be an equal opportunity employer committed to creating a diverse workplace environment and enforcing anti-discrimination practices, believing it is best for our firm, our communities, and ourselves. We encourage all qualified applicants to apply and ensure that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), gender identity, sexual orientation, national origin, genetics, disability, age, or military/veteran status. DGVE law® does not discriminate based on such statuses in our employment practices, such as recruiting, hiring, training, compensating, and promoting employees. DGVE law® has a vision of becoming a place where a diverse mix of talented individuals come together to do their best work as a team on behalf of all the different kinds of people our firm serves. We believe in multiculturalism and inclusion as the keys to what make our firm, our communities, and our country great.

Submit your resume and a cover letter.

Please do not call or email separately to confirm receipt of your application. Due to the volume of applicants and our time constraints, we will contact only those candidates who most closely match our requirements.

Job Type: Full-time

Salary: $18.00 to $22.00 /hour

Experience:

  • Receptionist: 2 years (Required)
  • Administrative Assistant: 3 years (Required)
  • office: 3 years (Required)

Education:

  • Bachelor's (Required)