Legal Receptionist & Switchboard

POSITION PROFILE Provides exceptional customer service to the firm by performing a variety of job duties and responsibilities within the legal environment. Maintains utmost professionalism and willingness to assist legal customers, including but not limited to law partners, paralegals, and legal administrative assistants, with value-added services.

Job Duties And Responsibilities

• Meets and greets all visitors and employees to the firm, providing them a professional welcome, going above and beyond in their service approach.
• Schedules meeting rooms, ensuring that each conference room has the necessary supplies, beverages, video conferencing, etc., prior to the client's meeting times.
• Answers all incoming telephone calls to the firm by following firm/Ricoh phone etiquette expectations and ensuring communication at a professional level.
• Engages in company and community service events or firm initiatives, philanthropies.
• Performs light clerical/administrative assistant duties:
• Performs a broad range of clerical duties requiring knowledge of legal procedures and terminology.
• Prepares documents, maintains files and calendars, schedules appointments and meetings.
• Prepares legal documents and correspondence from draft or dictated text.
• Manages calendars and assists in meeting deadlines.
• Provides light housekeeping duties, maintaining an organized workspace.
• Provides "value-added" services as approved by the Site Manager/Supervisor.
• Builds professional relationships with clients as well as employees within the firm.
• Educates themselves on the firm culture, key people, and their roles, and assimilates themselves into the culture.
• Understands firm culture and expectations regarding greeting clients and other visitors to the firm.
• Maintains proper visitor and guest security procedures as set by Ricoh and the firm.
• Monitors the whereabouts of attorneys and staff to appropriately handle telephone calls, visitors, and/or questions.
• Serves as a firm concierge regarding guests, clients, and staff, familiarizing themselves with the area, restaurants, coffee houses, etc.
• Maintains professional appearance and cleanliness of the firm lobby.
• Orders supplies when necessary; organizes supply room, supply closets, etc.
• Performs light hospitality tasks as needed, including preparing coffee, providing water, and ordering food or drinks.
• Performs other duties as assigned.
  
  

Typically Required

Qualifications (Education, Experience, and Certifications)

• High school diploma required.
• Two years of related business experience preferred, with a strong preference for administrative experience, particularly in a law firm/legal environment.
• Associate Degree or Bachelor's degree preferred.
  
  

Knowledge, Skills, and Abilities

• MS Office Suite experience, specifically Word, Excel, and PowerPoint.
• Excellent customer service skills with attention to detail.
• Ability to handle multiple tasks simultaneously.
• Demonstrated organizational and communication skills.
• Proactive attitude.
  
  

Working Conditions, Mental, and Physical Demands

• Typically, an office environment with adequate lighting and ventilation, and a normal range of temperature and noise levels.
• Work assignments are diversified. Must interpret, comprehend, and apply complex material, data, and instructions; prepare, provide, and convey diversified information.
• Some physical effort is required. Work is mostly sedentary but does involve walking, standing, bending, reaching, and lifting or carrying objects weighing up to 50 lbs. (e.g., papers, books, files, and small parts).
• Moderate dexterity required for regular use of basic skills (e.g., calculator, keyboard, hand tools, eye/hand coordination).
  
  

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with a job.