Legal Receptionist & Switchboard

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 the Legal customers to include 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 made 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/admin assistant duties:
• Performs a broad range of clerical duties that require knowledge of legal procedures and terminology as required
• Prepares documents, maintains files and calendars, schedules appointments and meetings as required
• Prepares legal documents and correspondence from draft or dictated text as required
• Manages calendars and assists in meeting deadlines as required
• Provides light housekeeping duties, maintaining an organized workspace
• Provides "value added" services as approved by Site Manager/Supervisor
• Builds professional relationships with clients as well as employees within the firm
• Educates themselves on the firm culture, the key people, the roles of those key people, 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 laid out by Ricoh and the firm
• Monitors whereabouts of attorneys and staff in order to appropriately handle telephone calls, visitors, and/or questions
• Serves as firm concierge in regards to guests, clients, and staff, familiarizing themselves with the area, restaurants, coffee houses, etc.
• Maintains professional appearance and cleanliness of firm lobby
• Orders supplies when necessary; organizes supply room, supply closets, etc.
• Performs light hospitality when necessary (e.g., coffee, water, ordering food or drinks)
• Performs other duties as assigned

Qualifications (Education, Experience, and Certifications)

Typically Required:

• High school diploma required
• Two years of related business experience preferred; 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 and detail oriented
• 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 level
• Work assignments are diversified. Interpret, comprehend, and apply complex material, data, and instruction; prepare, provide, and convey diversified information
• Some physical effort required. Work is mostly sedentary but does require walking, standing, bending, reaching, lifting, or carrying objects that weigh up to 50 lbs. (e.g., papers, books, files, and small parts, etc.)
• Moderate dexterity; regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination)