Our law firm is seeking a dependable, professional, and highly organized Front Desk Receptionist / Legal Assistant to join our team.
This position is the first point of contact for our office and plays an important role in keeping our day-to-day operations organized and running smoothly. The ideal candidate is friendly and professional, but equally important, is someone who takes ownership of their work, pays close attention to details, follows through on assignments, and is comfortable working independently once trained.
We are looking for someone who takes pride in being reliable, notices the details, and understands that even routine administrative tasks are important to the overall operation of the firm.
Responsibilities include, but are not limited to:
• Greeting clients, homeowners, vendors, and other visitors
• Answering and directing incoming telephone calls in a professional and courteous manner
• Taking clear, complete, and accurate telephone messages and ensuring they are routed to the appropriate person
• Monitoring and distributing incoming mail, correspondence, checks, and deliveries
• Scanning, saving, naming, and uploading documents to the appropriate electronic files
• Maintaining complete and organized electronic and physical files
• Assisting with outgoing correspondence and mailings
• Preparing routine letters, emails, forms, and other administrative documents
• Entering and updating information accurately in the firm's case-management system
• Assisting with payment processing and related administrative procedures
• Maintaining the front desk and common office areas
• Tracking assigned tasks through completion and following up when necessary
• Providing general administrative support to attorneys, management, and other staff
• Following established office procedures and written Standard Operating Procedures (SOPs)
• Assisting with other administrative duties as needed
Qualifications:
• Prior receptionist, administrative assistant, customer service, or office experience preferred, but not requirred
• Law firm or other professional-office experience is a plus, but not required
• HOA/community association experience is a plus, but not required
• Strong written and verbal communication skills
• Professional telephone etiquette
• Strong organizational and time-management skills
• Comfortable working with Microsoft Office, email, PDFs, scanners, and electronic document-management systems
• Ability to learn new software and office procedures
• Ability to manage interruptions while maintaining accuracy and completing assigned tasks
• Reliable attendance and punctuality
• High school diploma or equivalent required
What We're Looking For // The successful candidate will be someone who:
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with spreadsheets and data entry
• Excellent computer literacy with the ability to quickly adapt to new software or technical tools
• Experience managing multi-line phone systems and demonstrating effective phone etiquette
• Has excellent attention to detail, particularly when handling documents, payments, correspondence, and client information
• Has strong follow-through and does not lose track of assignments when interrupted by calls or other responsibilities
• Can effectively prioritize competing tasks in a busy office environment
• Takes initiative and attempts to locate information or review established procedures before immediately escalating routine questions
• Communicates professionally and respectfully with coworkers, clients, homeowners, vendors, and members of the public
• Can remain calm and professional when speaking with frustrated or difficult callers
• Is comfortable working in a small-team environment where everyone is expected to contribute and occasionally assist outside of their primary responsibilities
Success in this role isn't simply answering the phone and greeting visitors. A successful Front Desk Receptionist/Legal Assistant becomes someone the entire office can rely on. Over time, we expect the person in this position to develop familiarity with our routine procedures, anticipate common administrative needs, independently handle recurring responsibilities, maintain accurate and complete records, and communicate promptly when something requires additional attention.
We provide training, written procedures, and support. In return, we are looking for someone who is engaged in the learning process, receptive to feedback, and motivated to become increasingly confident and self-sufficient in their role.
Please note that selected candidates may be asked to complete a brief writing and administrative exercise as part of the interview process.
