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Family Law Legal Assistant
Recruited by Law Office of Sam Byrd 11 months ago Address Chattanooga, TN, United States

Receptionist/Operations Assistant (Law Firm Experience Required)

Company

Fawkes IDM

Address Nashville, TN, United States
Employment type FULL_TIME
Salary
Category Technology, Information and Internet
Expires 2023-08-18
Posted at 9 months ago
Job Description
HOURS: 8A - 4:30P


Responsibilities:


  • Schedule and confirm conference room reservations utilizing the Meeting Manager conference room booking program
  • Assist in managing IBS Security System; responsible for tracking IBS fobs
  • Communication regarding HVAC requirements and office maintenance with Office Administrator and Property Management
  • Responsible for parking validation process and managing payment of invoices
  • 1099 reporting
  • Monitor and report to management immediately suspicious behavior of unknown individuals
  • Schedule and confirm visitor office reservations and requirements
  • Coordinate and schedule services with outside vendors
  • Maintain a clean, clutter free professional receptionist desk and surrounding receptionist area
  • Answer/facilitate main switchboard and call-in; convey messages to attorneys and team members
  • Assist with light administrative duties and special projects, i.e., stuffing envelopes, attorney time/data entry and expense reimbursements, typing/editing documents and scanning projects
  • Greet visitors and clients and contact the appropriate employee of their arrival
  • Order catering and all other aspects of conference room reservations and set-ups for internal meetings and events in the CO office
  • Assist with maintenance requests
  • Charge expenses to accounts and cost center by analyzing invoice/expense reports; recording entries
  • Pay vendors by monitoring discount opportunities; verifying federal id numbers; scheduling and preparing checks; resolving purchase order, contract, invoice, or payment discrepancies and documentation; insuring credit is received for outstanding memos; issuing stop-payments or purchase order amendments
  • Maintain visitor list, assign visitor access cards and offices
  • Responsible for managing records through LegalKEY; creating and updating files; perform data entry and process record requests


Requirements


  • Strong knowledge of MS Office Products (Word, Excel, PowerPoint and Outlook)
  • 2+ years of prior administrative law firm experience preferred but not required
  • Must possess strong calendar management skills