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Under the supervision of the Office Administrator, the Receptionist/Operations Assistant performs all functions related to receiving calls, clients, vendors and deliveries and directs them to appropriate individual(s) within the firm according to established policies and procedures.
Facilitates conference room and visitor office scheduling requirements. Coordinates office maintenance requests including HVAC requirements. Maintains contact with attorneys, staff and clients and observes confidentiality of client and firm matters as well as assisting on special projects as assigned. Performs a wide variety of accounts payable tasks and processing vendor invoices. The Receptionist/Operations Assistance is responsible for daily operations and handling of records management as well as the IBS Security System.
Hours: 8:00 a.m. – to 5:00 p.m.
Supervisory Responsibilities: None.
Responsibilities:
Under the supervision of the Office Administrator, the Receptionist/Operations Assistant performs all functions related to receiving calls, clients, vendors and deliveries and directs them to appropriate individual(s) within the firm according to established policies and procedures.
Facilitates conference room and visitor office scheduling requirements. Coordinates office maintenance requests including HVAC requirements. Maintains contact with attorneys, staff and clients and observes confidentiality of client and firm matters as well as assisting on special projects as assigned. Performs a wide variety of accounts payable tasks and processing vendor invoices. The Receptionist/Operations Assistance is responsible for daily operations and handling of records management as well as the IBS Security System.
Hours: 8:00 a.m. – to 5:00 p.m.
Supervisory Responsibilities: None.
Responsibilities:
- Greet visitors and clients and contact the appropriate employee of their arrival
- Answer/facilitate main switchboard and call-in; convey messages to attorneys and team members
- Monitor and report to management immediately suspicious behavior of unknown individuals
- Schedule and confirm conference room reservations utilizing the Meeting Manager conference room booking program
- Schedule and confirm visitor office reservations and requirements
- Maintain visitor list, assign visitor access cards and offices
- Order catering and all other aspects of conference room reservations and set-ups for internal meetings and events in the CO office
- Communication regarding HVAC requirements and office maintenance with Office Administrator and Property Management
- Assist with light administrative duties and special projects, i.e., stuffing envelopes, attorney time/data entry and expense reimbursements, typing/editing documents and scanning projects
- Maintain a clean, clutter free professional receptionist desk and surrounding receptionist area
- Charge expenses to accounts and cost center by analyzing invoice/expense reports; recording entries
- Pay vendors by monitoring discount opportunities; verifying federal id numbers; scheduling and preparing checks; resolving purchase order, contract, invoice, or payment discrepancies and documentation; insuring credit is received for outstanding memos; issuing stop-payments or purchase order amendments
- 1099 reporting
- Responsible for managing records through LegalKEY; creating and updating files; perform data entry and process record requests
- Assist in managing IBS Security System; responsible for tracking IBS fobs
- Responsible for parking validation process and managing payment of invoices
- Coordinate and schedule services with outside vendors
- Assist with maintenance requests
- Provide backup support for Office Administrator
- Must have excellent communication skills and ability to think through a process and anticipate needs
- Possess a positive attitude, excellent telephone etiquette, excellent interpersonal skills and the ability to maintain a poised, professional demeanor at all times including the ability to communicate and provide service to clients, attorneys and other staff
- Exceptional judgment and discretion when answering calls
- Highly motivated and proactive team member
- Must possess strong calendar management skills
- Must be highly organized and detailed oriented
- Ability to multi-task, meet deadlines and work under pressure
- Must be a team player in addition to working independently on projects as needed
- Must possess the ability to handle confidential information
- 2-5 years of prior administrative law firm experience preferred but not required
- Strong knowledge of MS Office Products (Word, Excel, PowerPoint and Outlook)
- Flexible for overtime