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POSITION PROFILE
Provides exceptional service within a legal office/environment by greeting and assisting all visitors and answering incoming calls for the customer/business. Performs necessary administrative duties while maintaining utmost professionalism and a willingness to assist legal customers, including 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 a professional welcome and going above and beyond in service.
- Schedules meeting rooms, ensuring that each conference room is equipped with necessary supplies, beverages, and video conferencing tools prior to client meetings.
- Answers incoming telephone calls to the firm, following firm/Ricoh phone etiquette expectations and ensuring professional communication.
- Engages in company and community service events or firm initiatives and philanthropies.
- Performs light clerical/administrative duties, including:
- A broad range of clerical tasks requiring knowledge of legal procedures and terminology.
- Preparing documents, maintaining files and calendars, and scheduling appointments and meetings.
- Drafting legal documents and correspondence from dictated text as required.
- Managing calendars and assisting in meeting deadlines.
- Maintains an organized workspace and provides light housekeeping duties.
- Delivers "value-added" services as approved by Site Manager/Supervisor.
- Builds professional relationships with clients and employees within the firm.
- Educates themselves on firm culture, key personnel, and their roles, assimilating into the culture.
- Understands firm culture and expectations regarding greeting clients and visitors.
- Maintains proper visitor and guest security procedures as outlined by Ricoh and the firm.
- Monitors the whereabouts of attorneys and staff to appropriately handle calls, visitors, and questions.
- Serves as firm concierge, familiarizing themselves with the area, including restaurants and coffee houses.
- Maintains professional appearance and cleanliness of the firm lobby.
- Orders supplies as necessary and organizes the supply room and closets.
- Performs light hospitality tasks when needed, such as providing coffee, water, and ordering food and drinks.
- Assists with tracking customer property, including ID badges and company directories.
- Performs other duties as assigned.
QUALIFICATIONS (Education, Experience, and Certifications)
- Typically Required:
- High school diploma required.
- Three (3) years of related business experience preferred, with a strong preference for administrative and switchboard experience in a law firm/legal environment.
- Associate Degree or Bachelor's degree preferred.
KNOWLEDGE, SKILLS, AND ABILITIES
- Proficient in MS Office Suite, particularly Word and Excel.
- Excellent customer service skills and detail-oriented.
- Ability to handle multiple tasks simultaneously.
- Demonstrated organizational and communication skills.
- Professional competency.
- Ability to work with technical equipment.
WORKING CONDITIONS, MENTAL AND PHYSICAL DEMANDS
- Typically an office environment with adequate lighting and ventilation, with a normal range of temperature and noise levels.
- Work assignments are diversified, requiring interpretation, comprehension, and application of complex material, data, and instructions.
- Some physical effort is required; work is mostly sedentary but may involve walking, standing, bending, reaching, lifting, or carrying objects weighing up to 50 lbs. (e.g., papers, books, files, small parts).
- Moderate dexterity required for regular application of basic skills (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.
