Receptionist​/Administrative Assistant Heidman Law Firm

Interested candidates are encouraged to submit their cover letter and resume to

Reports directly to the Chief Operating Officer and is responsible for:

Prompt and courteous greeting of clients, including hanging up coats and offering beverages. Prompt notice to appropriate person of client’s arrival.

Accept in person payments and deliveries.

Answer phone within three (3) rings. Transfer as appropriate or take message. Handle all calls courteously and professionally.

Keep track of whereabouts of Attorneys, Chief Operating Officer, paralegals.

Schedule conference rooms.

Keep lobby and conference rooms neat and clean at all times.

Pick up mail and run various errands.

Open files: enter data into systems, print labels, prepare file folders, perform conflicts checks. Advise attorney(s) of any conflicts immediately. Forward new file information to accounting personnel.

Input tickle/calendar information.

Maintain accurate and current receptionist procedure manual on Word.

Attend staff meetings.

Maintain a professional appearance and demeanor at all times.

Respond in a courteous and helpful manner to all client and firm concerns.

Protect confidential information at all times. Adherence to attorney code of ethics.

Perform other tasks as assigned by the Chief Operating Officer or Attorneys.

Receive all bills/invoices and forward to COO for payment approval.

Problem solving and working with accounting on new client system entries and changes.

All office supplies and grocery orders.

Obtain files at attorney request and/or in preparation for appointments.

Support attorney in preparation of estate planning and corporate documents.

Excellent interpersonal skills, excellent computer and typing skills.

Previous experience preferred.

Ability to consistently sit, reach, grasp and pinch in relationship to tasks associated to welcoming guests/clients and answering the phones.

Ability to consistently see clients/guests/staff as they come and go throughout the day. Also intense visual work and concentration on the computer with new files, websites, etc.

Ability to consistently communicate effectively and accurately when relaying messages.

Ability to frequently deliver mail, messages, etc. to appropriate departments and conference areas.

Ability to occasionally transport materials weighing up to fifty (50) pounds to and from the building or throughout the building.

Job descriptions are subject to change at the discretion of the firm. Nothing stated in this job description implies or creates a contract between the firm and an employee. All employment with the firm is at will and subject to the firm’s then-current policy.