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Legal Office Reception Specialist

2 months ago

Long Beach, California, United States AGG Legal Staffing Full time

The primary role of the Reception Coordinator is to embody the Firm's values through professional and courteous interactions at all times. This position plays a crucial part in enhancing overall office efficiency by managing various administrative tasks. Responsibilities include, but are not limited to, handling incoming calls, directing inquiries, taking messages, welcoming visitors, providing administrative support, and coordinating the use of meeting spaces.

Key Responsibilities:

  • Manage all incoming telephone communications; redirect calls to the appropriate personnel; document messages as needed.
  • Welcome and assist all visitors; guide them to the correct meeting room or office.
  • Facilitate interactions with third-party service providers, ensuring they reach the correct location.
  • Receive and sign for certified mail deliveries.
  • Accept service of subpoenas with appropriate documentation.
  • Offer administrative support to various team members, including tasks such as document preparation, organization, time tracking, expense reporting, and mass mailings.
  • Collaborate with colleagues and marketing teams to organize local Firm events and meetings, including catering arrangements and room setups.
  • Oversee scheduling of conference rooms and guest offices using the designated scheduling system.
  • Engage with both internal and external clients to provide exceptional customer service, in line with the Firm's commitment to excellence.
  • Respond promptly to electronic communications.
  • Maintain a clean and organized reception area.
  • Stock and manage the beverage station in the reception area.
  • Update relevant billing information and personnel directories as required.
  • Handle visitor parking validation and maintain accurate logs.
  • Record building visitors in the security portal.
  • Submit maintenance requests through the building service portal and communicate needs to the appropriate parties.
  • Maintain comprehensive desk procedures, including vendor contact information.
  • Order catering for meetings, using discretion regarding cost and appropriateness.
  • Participate in the Building Management Emergency Work Life Safety program.
  • Uphold confidentiality regarding Firm and client-related information.

AGG Legal Staffing is committed to providing thorough training and comprehensive benefits.