Reception Administrative Assistant

Summary:
Join our dynamic team as a Legal Senior On-Site Service Specialist, where you will play a pivotal role in transforming our clients' experience through top-notch operations support in a legal office environment. You will engage with cutting-edge technology in high-volume duplicating, production, sorting, and mailing tasks, ensuring seamless operations and client satisfaction. Whether it is performing maintenance, troubleshooting, or providing reception services, you will be the heart of our service delivery. This role also embodies the spirit of hospitality—serving as a welcoming presence at the front desk, creating a professional and inviting atmosphere for clients, guests, and staff. Your ability to anticipate needs, deliver personalized service, and maintain a polished demeanor will be key to elevating the overall experience.

A key aspect of this role is the ability to provide consistent coverage for the firm receptionist when needed. This includes managing conference room scheduling requests, placing catering orders, and warmly greeting guests who arrive at the office. Dependability and professionalism in these duties are essential to maintaining the firm's high standards of hospitality and operational flow.

Roles and Responsibilities:

Legal Environment Responsibilities:

• Understand client matter workflow, including charge backs to firm and/or clients for work, supplies, and hours.
• Familiarity with legal technologies and software (e.g., document management systems, cost recovery, and charge back systems like Copitrak/Equitrac).
• Knowledge of legal records management processes and legal documents (e.g., closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments).
• Reception coverage
• Knowledge of court systems and proper delivery of items and documents within the court system.
• Assist with scheduling needed equipment, labor, and supplies for offsite trials.

General Responsibilities:

• Operate high-volume 2D or 3D print and copy machines, ensuring top-notch quality and efficiency.
• Provide essential equipment troubleshooting and escalate technical issues promptly for resolution.
• Deliver exceptional customer service by addressing inquiries, coordinating service calls, and managing job requests.
• Maintain meticulous records, manage inventory, and calculate charges for services rendered.
• Collaborate with team members to ensure smooth delivery of completed jobs and support various building functions.
• Embrace flexibility by occasionally assisting with meeting room setups, light maintenance, and reception duties.
• Provide front desk coverage, greet visitors with professionalism and warmth, and manage guest check-in procedures.
• Coordinate hospitality services including beverage setup, catering requests, and meeting room readiness.
• Uphold safety standards and adhere to protocols while handling equipment and materials, ensuring a secure work environment.
• Handle time-sensitive documents that are confidential in nature.
• Provide professional-level support to executive-level end users, including legal assistants, firm administration, project managers, paralegals, associates, and partners.
• Maintain logs for billing and assist in calculating charges for work performed.
• Distribute incoming mail and packages, office supplies, and fax transmissions.
• Deliver completed reproduction work to designated delivery areas, which may include travel between office locations.
• Perform shipping and receiving duties and filing duties such as purging and archiving old documents.
• Perform scanning, file conversion, file naming, and encryption tasks.
• Perform FTP (File Transfer Protocol) for printing and manage Table of Contents for electronic files.
• Perform Optical Character Recognition (OCR) tasks and file formatting for printing in Microsoft Office Suite and Adobe Acrobat Pro.
• Conduct daily quality checks on convenience copiers and respond to errors or troubleshooting copy machines.
• Maintain daily meter and service logs, stock and organize convenience copier areas, and manage firm conference and meeting rooms.
• Assist facilities with box moves, office moves, occupant moves, and light maintenance duties.
• Perform occasional cleaning duties

Qualifications Must Have:

• High school diploma or GED, coupled with a minimum of one year of relevant work experience.
• Proficiency in basic computer skills, including MS Office Suite.
• Strong communication skills and ability to thrive in a fast-paced, customer-centric environment.

Qualifications Nice to Have:

• Previous experience in copy jobs or related fields.
• Basic knowledge of electronics and copier equipment repair.
• Valid driver's license with minimum auto insurance coverage.

Knowledge, Skills, and Abilities:

• Working knowledge of copier and related equipment preferred.
• Ability to utilize a mixture of hardware and software for functions such as cost recovery, document management, and advanced workflow.
• Knowledge of shipping/receiving procedures and basic electronics preferred.
• Ability to work independently and flexibly to complete projects.
• Troubleshooting and problem-solving skills, and the ability to read and comprehend written technical information.
• Excellent customer relations and verbal communication skills.
• Professional demeanor and a service-oriented mindset, with a focus on hospitality and client engagement.