Legal Receptionist and Concierge Specialist

Senior Legal Receptionist & Switchboard

$20.46 - $28.91 per hour

Provides exceptional service within a legal office environment by greeting and assisting all visitors and answering and handling incoming telephone calls for the firm. Performs administrative duties as needed while maintaining the highest level of professionalism and customer service.

This role supports legal professionals, including law partners, attorneys, paralegals, legal administrative assistants, clients, and visitors by providing concierge-level service and value-added support. The Legal Receptionist serves as the first point of contact for the firm and plays a critical role in creating a positive client experience.

Job Duties and Responsibilities

• Meet and greet all visitors, clients, and employees, providing a professional and welcoming experience while exceeding service expectations.
• Schedule meeting rooms and ensure conference rooms are properly prepared with supplies, beverages, video conferencing equipment, and other meeting requirements prior to scheduled events.
• Answer all incoming telephone calls using firm and Ricoh phone etiquette standards while maintaining professional communication.
• Participate in company-sponsored events, community service activities, and firm initiatives as requested.
• Perform clerical and administrative support activities, including:
• Performing a broad range of administrative duties requiring knowledge of legal procedures and terminology.
• Preparing documents and maintaining files.
• Managing calendars and scheduling appointments and meetings.
• Preparing legal documents and correspondence from drafts or dictated text as required.
• Assisting attorneys and staff with meeting deadlines and scheduling needs.
• Maintain an organized and professional workspace through light housekeeping and office organization duties.
• Provide value-added services as approved by the Site Manager or Supervisor.
• Build and maintain professional relationships with clients, attorneys, legal staff, and firm employees.
• Develop an understanding of the firm's culture, organizational structure, key personnel, and office procedures.
• Understand and support firm expectations regarding client hospitality and visitor interactions.
• Maintain visitor and guest security procedures in accordance with firm and Ricoh policies.
• Monitor attorney and staff availability in order to appropriately route calls, manage visitors, and answer inquiries.
• Serve as a firm concierge for guests, clients, and employees by maintaining familiarity with local restaurants, hotels, transportation options, coffee shops, and other area resources.
• Maintain the professional appearance and cleanliness of the lobby and reception areas.
• Order office and hospitality supplies as needed and maintain supply rooms and storage areas.
• Provide light hospitality services, including arranging coffee, water service, food orders, and refreshments.
• Assist with issuing and tracking company property, including:
• Identification badges
• Cellular phones
• Company directories
• Phone and address books
• Other firm-issued resources
• Perform other duties as assigned.

Qualifications (Education, Experience, and Certifications) Typically Required

• High school diploma required.
• Three (3) years of related business experience preferred.
• Strong preference for administrative and switchboard experience, particularly within a law firm or legal environment.
• Associate degree or bachelor's degree preferred.

Knowledge, Skills, and Abilities

• Proficiency with Microsoft Office Suite, particularly:
• Microsoft Word
• Microsoft Excel
• Exceptional customer service skills and strong attention to detail.
• Ability to manage multiple tasks and priorities simultaneously.
• Strong organizational and communication skills.
• Professional presence, judgment, and business etiquette.
• Ability to work with office and technical equipment.
• Strong interpersonal relationship-building skills.
• Ability to maintain confidentiality and professionalism in a legal environment.
• Excellent verbal and written communication skills.
• Strong problem-solving and customer-focused mindset.

Working Conditions, Mental and Physical Demands

• Typically works in an office environment with adequate lighting, ventilation, and normal temperature and noise levels.
• Work assignments are diverse and require the ability to interpret, comprehend, and apply complex information, data, and instructions, as well as prepare, provide, and communicate a variety of information.
• Some physical effort is required. While the position is primarily sedentary, it also requires walking, standing, bending, reaching, lifting, or carrying objects weighing up to 50 pounds, such as files, office supplies, documents, and equipment.
• Requires moderate manual dexterity and regular use of office equipment, including computers, telephones, calculators, keyboards, and other tools requiring hand-eye coordination.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.