Legal Receptionist Jobs

• Reception Duties: Answer multi-line phone system promptly in a professional, courteous and helpful manner. Screen phone calls and take messages as required or route callers to their destination. Communicate effectively and professionally with clients and with others in the Firm. Receive and direct clients and visitors. Maintain visitor log. Maintain conference rooms and location specific calendars. Keep general state of reception area and conference rooms tidy.

• Records and File Room: Create client file labels and assemble physical files. Maintenance of central file room including, but not limited to, keeping client files in order with adequate space for incoming files and filing, pull and reshelve files as requested and assist with finding files. Maintain current and accurate off-site records using firm database. Receive, box, inventory, scan, update database and schedule pick-up of files marked for off-site storage. Coordinate timely retrieval of off-site files as requested.

• Copiers: Stock copiers with paper daily. Coordinate copier repairs with service provider as needed. Provide meter read reports to vendor when requested. Assist with clearing jams and general instruction guidance to others in the firm.
• Kitchen Maintenance: Load, unload, run dishwasher and ensure kitchen is organized. Ensure that tables, counter areas and kitchen equipment are tidy and wiped down. Schedule and keep track of maintenance on ice machines and water filtration systems.

• Office Supplies: Take inventory, order and stock office supplies. Maintain supply room and organization.
• Library: Work collaboratively with office administrator, local shareholder responsible for approving library purchases and firm librarian to ensure that library subscriptions are current and requests for new additions are approved, ordered and shelved accordingly. Receive incoming subscription updates and file accordingly.

• Mail: Retrieve, sort and distribute incoming mail. Process outgoing mail and deliver to mailbox. Create shipping labels and assist with mailings.

• Facilities: Maintain and assign building access and parking cards. Place maintenance and repair requests.

• Firm Functions: Assist office administrator and attorneys with planning, set-up, and various other responsibilities related to firm functions held within the local office and offsite locations. Order meals for meetings and firm functions. May require duties before/after normal business hours and limited travel.

• General Administrative Duties: Assist with billing process and input edits on client pre-bills, process invoices in accounts payable software, assist with miscellaneous office projects and general administrative assistance to office administrator.

• Proficient with Outlook, Excel, Word, PowerPoint.
• Ability to keep work area organized and tidy.
• Good organizational skills including filing and calendaring.
• Excellent communication skills, written and verbal.
• One or more years experience in an administrative or office assistant type role.
• Ability to operate personal computer and other equipment in the office, including (but not limited to) multi-line phone system, presentation equipment, copier and scanner.
• Time management skills and ability to work independently as well as with a team.
• Pleasant and clearly understandable phone voice.
• Regular, predictable and punctual attendance.
• Ability to work on multiple tasks.
• Ability to lift and carry up to 50 pounds.
• Ability to read, respond timely/accurately to and organize high volume of emails.
• Excellent interpersonal and customer service skills.
• Ability to sit at a desk for one or more hours at a time.
• Excellent proofreading skills.
• Knowledge of basic legal terminology.
• Ability to relay information promptly and accurately.
• Good typing speed with few errors.

Please note, we are not working with outside recruiters for this position.

Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Sick Time, a 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 help offset the cost of dependent care and/or health care expenses, Teladoc (24/7 access to a doctor by phone or online video), Tuition Reimbursement and an Employee Assistance Program.