What are the responsibilities and job description for the Front Office Administrator position at Booth Udall Fuller, PLC?

Do you love jumping in to help others? Do you have a keen eye for details and can efficiently manage multiple tasks? If so, we would love to have you join our team! Booth Udall Fuller is seeking a Front Office Administrator to work in-person in our Tempe, AZ office. We manage complex legal matters and strive to advance the expected level of legal representation in the intellectual property community in unique ways that bring additional value to our clients. We seek creative, intelligent, forward-thinking, high integrity individuals who enjoy the interface of business and intellectual property. Be part of a team that loves what we do!

Desired Qualities :

Ability to seek out tasks without direction
Strong attention to detail and task management
Strong phone and customer service skills
Create and improve organization and tracking spreadsheets
Foresee office needs / problems and find solutions in advance
Strong knowledge of Windows, Adobe Acrobat, SharePoint and Microsoft Office applications.
Strong communication skills, both written and verbal
Ability to type at least 65 WPM
Strong basic math skills (specifically addition & percentages)
Being available to help anyone as needed and prioritizing tasks and deadlines

Position Responsibilities :

Manage all incoming phone calls

Schedule appointments and coordinate all in-person client visits

Assist with client intake forms and ensure confidentiality in handling sensitive information

Monitor the maintenance of the office and equipment and schedule repairs as needed

Oversee physical facilities, including maintenance, reorganization, tracking and upkeep

Order office and break room supplies on a regular basis

Keep conference rooms, reception, kitchen and other general office areas clean and ready

Monitor and schedule regular maintenance of office equipment (copier, postage meter, etc)

Track deadlines and send out reminders for events, license renewals, continuing education, etc.

Coordinate birthdays, training, end of year celebration, and other firm events

Organize catering for firm events

Perform weekly reconciliation between United States Patent and Trademark Office (USPTO) and firm software

Foreign invoice tracking, currency conversion, and monitoring statement of accounts

Assist with marketing, finance, and legal support teams as needed

Manage attorney workflow and track budget quotes

Entering time and expense for various projects

Create new client contact files in our system

Process incoming mail from clients and the USPTO and docket accordingly

Send domestic and foreign mail via FedEx, USPS or certified mail

Assist with onboarding of staff and attorneys

Schedule employee annual reviews

Coordinate with firm vendors

Maintain and update procedure guides

Assist with other patent and trademark prosecution projects as assigned

Requirements :

Must work in our Tempe, Arizona Office

Positive, professional, courteous, and team oriented

Honor the highest ethical standards

Communicate clearly and thoroughly (written and verbal)

Strong computer skills, including proficiency with Windows and Microsoft Office Suite applications (Outlook, Word, and Excel) as well as Adobe Acrobat

Organized self-starter with attention to detail and the ability to prioritize tasks and responsibilities to meet deadlines.

Ability to work independently, manage multiple priorities, and work well under pressure in a fast-paced environment with a very high degree of accuracy

Eagerly seek out constructive feedback

Excellent time management skills

Our Core Values :

Give Value at Every Interaction

Creative Problem Solvers

Humbly Awesome

Driven and United by Faith in the Future

God, Family, & Work / Life Balance

About Booth Udall Fuller, PLC :

The law firm of Booth Udall Fuller, PLC is dedicated exclusively to handling patents, trademarks, copyrights, trade secrets, and licensing. Our clients are leaders in their respective fields from treatments for cancer and diabetes to sports helmets and semiconductors. We build successful futures through high-impact comprehensive IP strategies with collaborative implementation based on clear budgets. Headquartered as Intellectual Property Lawyers in Tempe, AZ but helping clients in IP law around the world. We love the work that we do!

Booth Udall Fuller, PLC is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

About Booth Udall Fuller, PLC :

The law firm of Booth Udall Fuller, PLC is a boutique law firm dedicated exclusively to handling patents, trademarks, copyrights, trade secrets, and licensing. We build successful futures through high-impact comprehensive IP strategies with collaborative implementation based on clear budgets. Headquartered as Intellectual Property Lawyers in Tempe, AZ but helping clients in IP law around the world. We love the work that we do!

Salary : $18 - $20

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