Job Requirements:

• Manage the day-to-day operations of the office reception desk and answer all incoming phone calls in a timely manner, screen and route calls, and take messages as needed or required.
• Ensure that the reception desk is open and ready for business at the beginning of each business day and ensure that the reception area is neat and organized providing a welcoming atmosphere to firm guests and visitors.
• Greet all clients and visitors to the firm, and contact the appropriate attorneys, legal administrative assistants, paralegals, or other staff members to announce their presence in an efficient manner.
• Serve coffee/tea and water to visitors.
• Maintain and oversee the scheduling of all conference room needs and coordinate set-up instructions and information to the Office Services team to ensure that the room is prepared as requested and on schedule.
• Efficiently handle process servers pursuant to firm policy and procedures.
• Collect and log hand-delivery packages and coordinate with Office Services team for delivery to appropriate recipient.
• Coordinate with Office Services Team to research unidentified mail items for distribution to appropriate recipient and, if needed, distribute office-wide e-mails regarding same.
• Log and transmit incoming accounts payable and trust checks.
• Oversee and balance petty cash box.
• Maintain the office phone directory and other internal directories/lists.
• Submit and handle maintenance requests and serve as the primary contact for building maintenance personnel.
• Effectively team with the backup receptionist to ensure that the appropriate levels of coverage are always maintained.
• Perform other duties or tasks as assigned or requested (as needed) by the Office Manager.
• Assist Legal Administrative Assistants with scheduling of appointments, arranging travel accommodations, preparing travel itineraries and managing calendars and expense reporting.
• Assist with creating documents, spreadsheets, and all forms of correspondence, both internal and external, as well as maintaining accurate and up-to-date filing of documentation.
• Enter conflict information into the system for the purpose of running conflict checks for new clients.
• Assist with opening new matters and assisting with attorney monthly billing requirements.
• Type letters, memos and reports as required.
• Organize and produce physical closing binders and closing CDs for transactional matters, and exhibit and production material binders for litigation matters.
• Perform other duties or tasks as assigned or requested (as needed) by the Office Manager, attorneys, paralegals, or secretaries.