Senior Legal Receptionist & Switchboard

About the role

Provides exceptional service within a legal office environment by greeting and assisting all visitors and answering and handling incoming calls for the customer/business. Also performs administrative duties as necessary. Maintains utmost professionalism and willingness to assist legal customers, including law partners, paralegals, and legal administrative assistants with value-added services.

Responsibilities

• Meets and greets all visitors and employees to the firm, providing a professional welcome and going above and beyond in service approach.
• Schedules meeting rooms, ensuring each conference room has necessary supplies, beverages, and video conferencing set up prior to client meetings.
• Answers all incoming telephone calls following firm and Ricoh phone etiquette expectations, ensuring professional communication.
• Engages in company and community service events or firm initiatives and philanthropies.
• Performs light clerical and administrative duties:
  • Prepares documents, maintains files and calendars, schedules appointments and meetings.
  • Prepares legal documents and correspondence from draft or dictated text.
  • Manages calendars and assists in meeting deadlines.
• Provides light housekeeping duties, maintaining 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 themselves on firm culture, key personnel, and their roles to assimilate into the culture.
• Understands and upholds firm expectations regarding greeting clients and visitors.
• Maintains proper visitor and guest security procedures as outlined by Ricoh and the firm.
• Monitors the whereabouts of attorneys and staff to appropriately handle telephone calls, visitors, and questions.
• Serves as a firm concierge for guests, clients, and staff, familiarizing themselves with the local area, restaurants, and coffee houses.
• Maintains professional appearance and cleanliness of the firm lobby.
• Orders supplies as necessary and organizes supply rooms and closets.
• Provides light hospitality services, such as coffee, water, and food orders.
• May assist with issuing and tracking customer property (ID badges, cellular phones, phone/address books, company directory, etc.).
• Performs other duties as assigned.

Requirements

• High school diploma required.
• Three (3) years of related business experience preferred, with a strong preference for administrative and switchboard experience, particularly in a law firm or legal environment.
• Associate Degree or Bachelor's degree preferred.

Skills

• Proficiency in MS Office Suite, specifically Word and Excel.
• Excellent customer service skills and attention to detail.
• Ability to handle multiple tasks simultaneously.
• Strong organizational and communication skills.
• Professional competency and ability to work with technical equipment.

Working Conditions

Typically, an office environment with adequate lighting and ventilation, and a normal range of temperature and noise levels.

• Work assignments are diversified, involving interpretation, comprehension, and application of complex material, data, and instructions.
• Mostly sedentary work with some physical effort required, including walking, standing, bending, reaching, lifting, or carrying objects up to 50 lbs. (e.g., papers, books, files, and small parts).
• Moderate dexterity and regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination).

Benefits

• Broad selection of medical, dental, life, and disability insurance options.
• Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.
• Team member tuition assistance programs.
• Paid vacation time and paid holidays annually.
• Additional benefits to enhance health, wellness, and ongoing personal and professional development.

Pay

Salary range: $25.00 - $26.00 per hour.

Schedule

Full time.

Location: New York, NY, United States.