Legal Assistant And Receptionist

Job Title: Legal Assistant and Receptionist

Job Summary

The Legal Assistant & Receptionist plays a crucial role with, serving as the first point of contact for clients, visitors, and external parties contacting the law firm, and maintaining the firm calendar. They provide exceptional customer service, handle incoming calls, including intake, greet clients, and assist with administrative tasks.

Responsibilities:

1. Front Desk Operations: Greet and welcome clients, visitors, and vendors in a professional and courteous manner. Answer incoming calls, screen and route them to the appropriate staff members or departments. Respond to general inquiries and provide basic information about the firm's services. Maintain a clean and organized reception area.

2. Client Service and Communication: Provide excellent customer service to clients, ensuring their needs are met promptly and professionally. Schedule appointments and manage attorney calendars as necessary. Coordinate and confirm client appointments and meetings. Handle client requests and inquiries, referring them to the appropriate staff members when necessary.

3. Administrative Support: Assist with various administrative tasks, such as filing, photocopying, and scanning documents. Receive, sort, and distribute incoming mail and faxes. Prepare outgoing mail and packages for delivery. Assist with the preparation of legal documents and correspondence as directed.

4. File and Document Management: Maintain the firm's document management system, ensuring accurate and organized filing of documents. Organizing and indexing case files, pleadings, and other legal documents, ensuring all documents are accurately labeled, filed and easily assessable. Retrieve and distribute requested documents as needed. Ensure the confidentiality and security of sensitive information.

5. Office Coordination: Coordinate and schedule meetings, conference rooms, and appointments for attorneys and staff. Assist with travel arrangements and accommodations for attorneys when necessary.

6. Confidentiality: Handle sensitive and confidential information with discretion, adhering to ethical and legal guidelines.

Requirements:

• College degree preferred (additional education or training in office administration is a plus)

• Prior experience in a law firm is preferred but not mandatory

• Excellent communication skills, both verbal and written

• Professional and friendly demeanor with the ability to maintain composure under pressure

• Strong interpersonal skills to interact effectively with clients, attorneys, and staff members • Exceptional organizational skills and attention to detail

• Proficiency in using standard office equipment and computer software (MS Office, email, calendar management, etc.)

• Ability to handle multiple tasks and prioritize responsibilities efficiently • Familiarity with legal terminology and procedures (preferred but not mandatory)

• Understanding of confidentiality and data protection regulations