REPORTS TO: Executive Director

 Description: This position is responsible for serving as the firm’s first point of contact for clients, and guests to the office.  This position is responsible for creating a memorable, positive and personalized client experience for guests and office personnel by greeting them in a manner that makes them feel welcome, anticipating needs and handling all inquiries in a manner consistent with the culture of the firm.

Job Duties:

Maintain positive, pleasant and helpful demeanor at all times and remain calm under pressure.

• Lead the coordination of the office’s reception area activities:
  • Monitor lobby and conference room needs.
  • Set up conference rooms with food, beverage and supplies as needed.
  • Maintain a neat and organized workstation and presentable lobby.
  • Greet guests in a friendly manner, and engage in conversation upon arrival and departure, as appropriate.
  • Escort guests to conference rooms, as appropriate.
  • Offer to hang guests’ coats and offer and serve refreshments.
  • Provide guests with Wi-Fi passcode, if needed.
  • Obtain and understand relevant guest information – purpose of visit, who they are here to see, the guest’s business/employer, and the guest’s relations with the firm, as appropriate.
• Operate a multi-line phone console in order to relay incoming and outgoing calls.
  • Answer phone and greet callers in a positive and professional manner, direct phone calls to the appropriate attorney, staff member or to the voice mail system.
• Montor the firm’s conference room scheduling and schedules/cancel rooms as necessary.
• Maintain awareness of potential office security issues and communicate concerning issues to Executive Director.
• Ensure that courier services and deliveries are recorded (if necessary) and direct to the appropriate recipient where applicable.
• Maintain proficient knowledge of all fire, safety, security and emergency procedures.

• Execute billing using accounting software, Caret Legal.
• Edit pre-bill narratives, adjust fees and costs according to billing professional’s instructions.

• Track time received, and identify any missing days to timekeepers at end of month.
• Run, review, and distribute pre-bills to all billing professionals.
• Perform edits and finalize invoices for delivery to clients via mail, e-mail and electronically through various billing sites.
• Maintain a neat and professional appearance.
• Provide support to the administrative and accounting staff, as needed, to include copying, scanning, printing, and mailing.
• Maintain dead file records for firm.  Pull back files as requested.
• Perform other duties as assigned.

Job Requirements:

• High School Diploma with 3-5 years of experience working in a professional office environment.
• Strong typing skills and proficiency with Microsoft office and other office technology.

• Must be a team player, willing to help other team members during peak times

• Excellent interpersonal, communication and customer service skills.
• Positive and professional demeanor, able to interact effectively with personnel at all levels, including attorneys, staff and clients.
• Ability to maintain confidentiality.