Senior Legal Receptionist & Switchboard

Senior Legal Receptionist & Switchboard

Position Summary
Provides exceptional service in a legal office environment by greeting and assisting all visitors and handling incoming calls. This role also includes various administrative duties as necessary, maintaining utmost professionalism to support law partners, paralegals, and legal administrative assistants with value-added services.

Job Duties and Responsibilities

• Meets and greets all visitors and employees, providing a professional welcome and excellent service.
• Schedules meeting rooms, ensuring each room has supplies, beverages, and video conferencing equipment before meetings.
• Answers all incoming calls, following firm/Ricoh phone etiquette for professional communication.
• Participates in company and community service events, firm initiatives, and philanthropic activities.
• Performs light clerical and administrative duties:
  • Completes a variety of clerical tasks requiring knowledge of legal procedures and terminology.
  • Prepares documents, maintains files and calendars, and schedules appointments and meetings as needed.
  • Prepares legal documents and correspondence from drafts or dictated text.
  • Manages calendars and assists in meeting deadlines as required.
• Maintains an organized workspace with light housekeeping duties.
• Provides "value-added" services as approved by the Site Manager or Supervisor.
• Builds professional relationships with clients and employees.
• Educates themselves on firm culture, key personnel, and their roles, integrating into the environment.
• Adheres to firm expectations for greeting clients and other visitors.
• Maintains proper visitor and guest security procedures according to Ricoh and firm standards.
• Monitors the availability of attorneys and staff to handle calls, visitors, and inquiries effectively.
• Serves as a concierge for guests, clients, and staff, familiarizing with the local area, restaurants, and cafes.
• Maintains the professional appearance and cleanliness of the firm lobby.
• Orders supplies when necessary and organizes supply rooms and closets.
• Provides light hospitality services, including coffee, water, and food orders as needed.
• May assist with issuing and tracking customer property (e.g., ID badges, phones, directories).
• Performs other duties as assigned.

Qualifications (Education, Experience, and Certifications)

• High school diploma required.
• Three (3) years of relevant business experience preferred, with a strong preference for administrative and switchboard experience in a legal environment.
• Associate or Bachelor's degree preferred.

Knowledge, Skills, and Abilities

• Proficiency in MS Office Suite, especially Word and Excel.
• Strong customer service skills and attention to detail.
• Ability to manage multiple tasks simultaneously.
• Excellent organizational and communication skills.
• Professionalism and ability to work with technical equipment.

Working Conditions, Mental and Physical Demands

• Office environment with standard lighting, ventilation, and temperature levels.
• Tasks are diverse and may require interpreting complex material, data, and instructions, as well as conveying varied information.
• Some physical activity is required. Primarily sedentary but involves walking, standing, bending, reaching, and carrying objects up to 50 lbs.
• Moderate dexterity required for tasks such as using a calculator, keyboard, and handling small items.

The above statements outline the general nature and level of work being performed in this role. They are not intended to be an exhaustive list of all responsibilities, skills, or working conditions.