Office Assistant

Our Indianapolis, IN office has an opportunity for an Office Assistant to join the firm’s expanding practice. This position supports the delivery of quality legal services to clients by providing clerical assistance to an office, and by working collaboratively and cooperatively in a team-oriented environment.

Responsibilities

• Reception/Hospitality
  • Provide back-up support to the receptionist and/or other office personnel during breaks, lunches, after hours, and absences.
  • Open front doors and prepare reception area for business each morning.
  • Answer multi-line phone system, screen calls, take messages, or direct callers to their destination.
  • Communicate effectively and professionally with clients and others in the firm.
  • Receive and direct clients and visitors.
  • Maintain cleanliness of reception area and conference rooms.
  • Track employee absences to route phone calls, mail, and deliveries appropriately.
  • Maintain parking validation log.
  • Manage conference room and visitor office reservations using Maptician.
  • Order meals for meetings, set up, and clean up conference rooms.
• Administrative Support
  • Order and stock office and kitchen supplies.
  • Enter vendor invoices and expense reimbursement requests into Chrome River.
  • Assist with processing local office check requests.
  • Create client file labels and assemble physical files.
  • Assist with set-up, clean-up, and other responsibilities for local marketing and office events, which may require working outside normal business hours and limited travel.
• Facilities
  • Assist Office Administrator with building/office access keycards and parking access for new and departing employees.
  • Assist with internal office moves and set-up of workstations for new employees.
  • Maintain kitchen cleanliness, including loading/unloading the dishwasher and ensuring the area is tidy.
  • Clean and perform maintenance on coffee machines and refrigerators as needed.
  • Assist with audio-visual equipment.
• Records and File Room
  • Maintain central file room, including alphabetizing client files, filing, pulling, and reshelving files as requested.
  • Assist with locating files.
  • Maintain current and accurate off-site records using the firm database.
  • Receive, box, inventory, scan, update the database, and schedule pick-up of files marked for off-site storage.
  • Coordinate timely retrieval of off-site files as requested.
• Mailroom/Copy Center
  • Receive, stamp, and log all incoming mail and packages, then scan/deliver to recipients.
  • Prepare and process outgoing mail and packages, ensuring they are picked up at the end of each workday.
  • Arrange for specialized mail or messenger services as required.
  • Monitor and distribute incoming faxes.
  • Photocopy and scan documents as requested by practice assistants, paralegals, attorneys, and the Office Administrator.
  • Ensure all copy machines and printers are stocked with paper daily.
  • Perform routine maintenance on equipment and request/coordinate service calls and repairs for copiers and other office equipment.
  • Maintain inventory of mailroom supplies and the postage meter.
• Library
  • Collaborate with the Office Administrator to ensure library subscriptions are current and requests for new additions are approved.
  • Receive incoming subscription updates and file accordingly.

Requirements

• 1+ year of previous experience in a clerical or Office Assistant role.
• Strong interpersonal and customer service skills.
• Excellent written and verbal communication skills.
• Pleasant and clearly understandable phone voice.
• Ability to read, respond to, and organize a high volume of emails accurately and timely.
• Ability to work on multiple tasks simultaneously.
• Good organizational skills, including filing.
• Ability to keep work area organized and tidy.
• Ability to sit at a desk for one or more hours at a time.
• Ability to lift and carry up to 50 pounds.
• Good typing speed with few errors.
• Strong proofreading skills.
• Time management skills and ability to work independently as well as with a team.
• Consistent and punctual attendance.

Benefits

• Paid Time Off
• Paid Sick Leave
• 401(k) matching program
• Profit Sharing
• Paid Holidays
• Paid Parental Leave
• Affordable Health and Life Insurance, including Dental & Vision coverage
• Health Savings Account / Flexible Spending Accounts to offset dependent care and/or health care expenses
• Tuition Reimbursement
• Employee Assistance Program