Front Desk Receptionist​/Records Clerk

The Front Desk Receptionist/Records Clerk serves as the first point of contact for clients and guests, performs front desk duties, maintains a well-organized central filing system to ensure all records remain accurate and up-to-date, and provides administrative and clerical support across the firm as assigned. This is a vital role in creating a welcoming, collaborative, and friendly environment for the firm.

• Greet, welcome, and direct clients and visitors; announce their arrival to the appropriate attorney or staff member; and validate parking.
• Answer, screen, and route incoming calls in a courteous, timely, accurate, and professional manner.
• Open and close the office daily, ensuring that the reception area, kitchens, conference rooms, and common areas are tidy, well-stocked, and presentable.
• Monitor supply inventory, order and organize supplies, and coordinate with supply vendors.
• Prepare and distribute the firm’s daily schedule and communicate any changes.
• Schedule use of conference rooms and web meetings, ensuring that meeting spaces are tidy and stocked before meetings.
• Sort and distribute incoming mail and deliveries, prepare outgoing mail, and distribute ticklers.
• Provide timely coverage support for Conflict-of-Interest checks and new matter requests: monitor incoming submissions, promptly process Conflict-of-Interest, prioritize urgent requests, coordinate backup coverage when needed, and elevate anticipated coverage gaps to management.
• Receive, document, organize, and send client documents, including by parcel delivery and courier service, in accordance with established guidelines and procedures.
• Report technology and office maintenance issues to the appropriate vendor, property management, or firm management, and follow up until each issue is resolved.
• Process accounts payable and prepare checks for signature in accordance with established procedures.
• Track and organize client and firm expenses paid by credit card and assist in the monthly reconciliation.
• Accept and process client payments made in person and by phone.
• Provide administrative and clerical assistance to staff and attorneys, as needed.
• Run errands and serve as a local courier, as needed.
• Coordinate front desk coverage and related duties with the Administrative Coordinator.
• Other duties as assigned.

Records Clerk duties include, but are not limited to, the following:

• Process records for storage, including scanning, electronic filing, and paper filing, and maintain accurate file indexing.
• Retrieve records on request, either through the vendor’s website or on-site.
• Dispose of files as required by the document destruction policy.

• 2–5 years of related work experience in a professional services firm.
• Outstanding interpersonal and verbal communication skills, with a courteous and professional manner in person and on the phone.
• Ability to prioritize, multitask, and meet tight deadlines in a fast-paced environment.
• Demonstrates initiative and a proactive, self-starter approach by independently identifying needs, anticipating potential issues, taking ownership of responsibilities, and following through on tasks with minimal direction.
• Commitment to the firm’s high standard of client service and a desire to be an essential part of a busy law practice.
• Team-oriented with a service mindset and a consistently professional demeanor.
• Strong organizational and time-management skills, with excellent attention to detail.
• Flexibility and adaptability in responding to changing priorities and business needs.
• Positive attitude, strong work ethic, and the ability to handle confidential client and firm information with discretion.
• Proficiency in Microsoft Office Suite.
• Ability to lift and carry up to 40 pounds, with or…