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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 team, 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 them a professional welcome and going above and beyond in service.
- Schedules meeting rooms, ensuring each conference room is properly equipped with necessary supplies, beverages, and video conferencing tools prior to client meetings.
- Answers all incoming telephone calls to the firm, adhering to firm/Ricoh phone etiquette expectations and ensuring professional communication.
- Engages in company and community service events, initiatives, and philanthropic efforts.
- Performs light clerical and administrative assistant duties:
- Executes a broad range 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.
- Provides light housekeeping duties and maintains an organized workspace.
- Offers "value-added" services as approved by the Site Manager/Supervisor.
- Builds professional relationships with clients and employees within the firm.
- Educates oneself about the firm's culture, key people, and their roles to better assimilate and serve the environment.
- Understands firm culture and expectations in greeting clients and visitors.
- Maintains proper visitor and guest security procedures as established by Ricoh and the firm.
- Monitors the whereabouts of attorneys and staff to appropriately handle telephone calls, visitors, or inquiries.
- Serves as the firm's concierge for guests, clients, and staff, offering knowledge of the area, including restaurants and coffee houses.
- Maintains a professional appearance and cleanliness of the firm lobby.
- Orders supplies as necessary and organizes supply rooms and closets.
- Performs light hospitality tasks such as providing coffee, water, or arranging food and drinks.
- Undertakes other duties as assigned.
Qualifications (Education, Experience, and Certifications)
Required: High school diploma.
Preferred:
- Two years of related business experience (strong preference for administrative experience in a law firm/legal environment).
- Associate or Bachelor's degree.
Knowledge, Skills, and Abilities
- Proficiency in MS Office Suite, specifically Word, Excel, and PowerPoint.
- Strong customer service skills with attention to detail.
- Ability to handle multiple tasks simultaneously.
- Demonstrated organizational and communication skills.
- A proactive attitude.
Working Conditions, Mental and Physical Demands
- Typically an office environment with adequate lighting, ventilation, and normal temperature and noise levels.
- Work assignments are diversified, requiring interpretation, comprehension, and application of complex material, data, and instructions. Ability to prepare, provide, and convey diversified information.
- Some physical effort required: the role is mostly sedentary but may involve walking, standing, bending, reaching, lifting, or carrying objects up to 50 lbs. (e.g., papers, books, files, etc.).
- Moderate dexterity required: regular application 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.
