Receptionist/administrative Assistant

7 days ago

Boston, United States Barrales Law Full time

**About Us**

Barrales Law is a Boston based law firm focused on immigration law. Our goal is to protect the rights of our clients and to make sure they have the best resources and options to achieve their goals of stability and success. Having dealt with immigration issues herself at an early age, attorney Talia Barrales is committed to providing excellent legal services to our clients. Our attorneys have been known for their compassion, hard work and advocacy. All attorneys that work at Barrales Law are licensed to practice in Massachusetts.

**Position Summary**

As the Administrative Receptionist, you will provide excellent client services to our clients on a daily basis and support our operational and leadership team with various tasks pertaining to the flow and operation of Barrales Law, monitor and update the office calendar, assist with the maintenance of the office, and help ensure staff are well-resourced.

This is a full-time, fully in-person position in East Boston, MA. The schedule is Monday through Friday, 9am-5pm with a paid 45-minute lunch break between 12pm-1pm.

**Front Desk Administration**
- Act as first point of contact for clients and visitors to the office
- Fulfil receptionist role for office by greeting clients, checking them in for appointments, receiving and processing documents, providing clients with information and documents, and assisting with additional client-related tasks as needed
- Ensure clients receive all relevant materials when they come into the office, i.e. work authorization cards, case closing letters, and anything else requested to be provided via reception
- Scan and upload all client documents dropped off by clients
- Schedule and reschedule clients for evaluations and follow-up appointments as requested
- Receive and mail out documents and packages daily
- Receive and process payments from clients, verify amounts received, and lock in safe if cash or check payment
- Record any case information, questions and/or concerns provided by clients and follow up with appropriate legal staff
- Review and respond to WhatsApp messages on a daily basis and forward and record information according to office procedures
- File physical documents as needed, including client contracts
- Monitor lobby flow and raise concerns or suggestions as necessary
- Make sure lobby tech and equipment is up and running
- Make sure all forms needed are stocked
- Cleaning and wiping down common areas, including the lobby, conference rooms and lunch area
- Other duties as assigned

**General Office Administration & Support**
- Assist the Operations Specialist with the ordering, restocking, and tracking of office supplies, office snacks, and office promotional materials
- Assist with the organization, set-up and tear-down office events, trainings, staff work anniversaries and birthdays
- Scan and save files to online systems and file physical documents as needed
- Help manage and ensure office tech is working appropriately, including but not limited to the printer, mail machines, and photo printer
- Ensure the office is orderly and remind staff of basic housekeeping expectations
- Assist with onboarding for new employees, including but not limited to setting up workspaces and provisioning supplies
- Assist the Director of Operations with building maintenance orders
- Other duties as assigned

**Qualifications**
- Associate's or Bachelor's degree required
- 1+ years of related administrative or operations experience preferred
- Experience with a law firm preferred
- Customer service experience required
- Must have hands-on familiarity with a variety of tech platforms, including word processing, online calendars, databases (such as document review and file management systems), and spreadsheets
- Strong analytical and problem-solving skills
- Strong attention to detail and time management skills
- Ability to take initiative and function well in a high-paced environment
- Service orientated, critical thinker and problem solver
- Excellent verbal and written communication skills
- Fluent in English and Spanish required

**What We Offer**

We offer a friendly work environment, reasonable hours and billing requirements, paid vacation sick, and personal time, health insurance reimbursement, 401k retirement plan with generous employer contribution, monthly transportation stipend, monthly phone stipend, office snacks, and professional development opportunities. At Barrales Law we pay our staff for a 45 minute lunch break. Barrales Law supports a work life balance where we encourage our employees to clock out daily at a reasonable time, as well as offer all employees the week between Christmas and New Year's off.

Barrales Law is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status, or any other

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