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Legal Receptionist

1 month ago

Long Beach, United States AGG Legal Staffing Full time

The Receptionist's primary responsibility is to represent the Firm in a polite, professional, and courteous manner at all times. This position also assists in a variety of functions focused on optimizing general office operations. Duties include, but not limited to answering the Firm's telephone system, transferring calls, taking messages, forwarding same via Outlook, greeting/welcoming visitors, providing secretarial and document production support and overseeing the scheduling of conference rooms and guest offices.


Essential Functions:

  • Answer all incoming calls; transfer call to the appropriate person; take messages.
  • Greets and welcomes all guests; directs same to desired conference room or office.
  • Interacts with and directs all third-party vendors to the appropriate service location.
  • Accepts certified mail deliveries - via signature.
  • Accepts subpoena service - via signature.
  • Provides secretarial assistance to administrative assignments and/or Paralegals, including, but not limited to, printing, typing, document organization, time entry, expense reporting, file creation, mass mailings, etc., as requested.
  • Works with staff and/or marketing to assist in the coordination of local Firm events and meetings, including, but not limited to, arranging catering, conference room set-up, reception area.
  • Conference room and guest office scheduling via AskCody Meeting.
  • Communicates and interacts appropriately with internal and external clients to deliver a high level of customer service, consistent with the Firm's "First in Service" philosophy.
  • Responds timely to electronic communication (e.g., Outlook).
  • Ensures cleanliness and orderliness in the reception area.
  • Maintain and stock reception area beverage station.
  • Update Timekeepers Billing Information (e.g., rates, admin assignment, office location, etc.) (San Francisco only).
  • Update Personnel Directory (San Francisco only)
  • Manage visitor parking validation stickers (e.g., distribute and maintain guest parking voucher logs.)
  • Enter building visitors in building security portal.
  • Enters building work orders in the Office of the Building Service Portal and communicates service needs to appropriate personnel.
  • Responsible for maintaining written desk procedures, including vendor contacts as needed/requested.
  • Order catering for meetings, etc., using best judgment re: cost and type of meeting.
  • Participate in Building Management Emergency Work Life Safety program.
  • Maintain confidentiality of Firm and client related materials.

The firm offers cohesive training and great benefits.