Receptionist / Office Administrative Assistant

Responsibilities

• Office Maintenance: Maintain a clean and welcoming office environment, including coffee preparation, kitchen upkeep, lobby organization, and conference room setup for meetings and depositions.
• Mail Handling & Document Processing: Open, sort, and stamp incoming mail; distribute to appropriate staff.
• Legal Document Management: Assist with service of pleadings, filing hard copies, creating file folders, and organizing digital files from discs or drives.
• Jury Pool Research: Contact Clerk of Court, compile juror spreadsheets, and conduct online research to assess juror credibility.
• Phone & Communication Support: Serve as back-up for the main switchboard operator on occasion. Answer incoming calls, gather information, and forward messages to appropriate staff via email or voicemail.
• Shipping & Supplies: Manage incoming and outgoing packages, verify supply orders, organize inventory, and maintain shipping records.
• E-Filing & Transcription: E-file legal documents, transcribe dictation, and enter attorney time into Coyote.
• Other duties as assigned

Requirements

• High school diploma or equivalent required; additional administrative or receptionist training is a plus.
• Previous experience working as a receptionist, switchboard operator, or in a customer-facing role, preferably in a law firm or professional services environment.
• Proficiency in operating multi-line phone systems.
• Excellent communication skills, both written and verbal.
• Strong organizational skills and attention to detail.
• Able to handle multiple tasks in a fast-paced environment.
• Proficient in Microsoft Office Suite (Word, Outlook, Excel).
• Friendly, professional demeanor with a client-focused approach

Qualifications

• Ability to lift up to 15 pounds when required.