Job Description

!!! IMMEDIATE HIRE !!!

Job Summary:

The Receptionist will greet, assist, and provide direction and information to clients, visitors, and other organization guests over the phone and in person. Provide administrative assistance to the legal team. This role requires impeccable attendance and strong organizational and exceptional customer service skills.

Supervisory Responsibilities:

None.

Duties/Responsibilities:

• Greet clients and visitors and answer visitor inquiries, providing exceptional customer service
• Answer, screen, and route calls on a multi-line phone system taking notes as necessary
• Ensure messages are passed to the appropriate staff member on a timely basis
• Schedule clients for consultations and meetings
• Respond to and assist clients by answering questions, providing non-legal information, and ensuring appropriate follow-through and/or resolution
• Manage daily calendar events for attorneys and staff
• Review all incoming mail and route it to the appropriate team member and/or into the appropriate systems for record- keeping
• Data entry of all relevant court dates and events in our legal calendar and database system
• Contact clients via phone and email to notify them of important deadlines
• Draft and email or mail correspondence to clients and or counsel
• Manage and track client files and documents Maintain the waiting area, conference rooms, and other public areas so they are prepared for client meetings Scan, photocopy, fax, and file documents Perform other legal administrative tasks for the team as needed
• Receives mail, documents, packages, and courier deliveries and delivers or distributes items
• Maintain the waiting area, conference rooms, and other public areas so they are prepared for clients and staff meetings
• Performs administrative and clerical support tasks for Paralegals and Attorney as needed
• Performs basic filing and recordkeeping
• Performs other duties as assigned

Required Skills/Abilities:

• Excellent verbal and written communication skills. Multilingual (Portuguese) required
• Excellent interpersonal and customer service skills
• Advanced understanding of administrative and clerical procedures and systems
• Proficient with Microsoft Office Suite or related software MS Office and Excel required
• Ability to perform under pressure Advanced computer proficiency, especially with Outlook and Teams calendars.
• Ability to handle multiple projects at a time and meet deadlines

Education and Experience:

· High school diploma or equivalent required

Physical Requirements:

• Prolonged periods of sitting at a desk.
• Must be able to lift up to 15 pounds at times.

Expected Hours of Work:

This is a full-time on-site position. Typical work days and hours are Monday through Friday, from 8:30 a.m. to 5:00 p.m., although periodic work beyond this timeframe may be necessary.

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