Receptionist/ Administrative Specialist

Overview

Responsible for providing reception, hospitality, administrative, print/copy, and mailroom support in a professional law firm environment. Serve as the first point of contact for clients, visitors, and employees, ensuring a welcoming and professional experience. Provide excellent customer service while managing multiple tasks in a fast-paced, demanding environment. Work collaboratively with team members and remain flexible to support changing business needs.

Responsibilities

• Manage reception desk operations, greet visitors, and direct clients to the appropriate personnel.

• Answer and transfer incoming phone calls, take messages, and respond to general inquiries professionally.

• Provide hospitality services, including coordinating meeting room setups and assisting with client and visitor needs.

• Perform print, copy, scan, fax, binding, and other document production tasks as required.

• Operate office printers, copiers, and multifunction equipment, performing basic troubleshooting when necessary.

• Process incoming and outgoing mail, packages, and courier deliveries.

• Sort, organize, and distribute mail and documents to the appropriate departments or individuals.

• Provide general administrative and clerical support, including filing, document management, and data entry.

• Maintain an organized, clean, and professional reception and office environment.

• Handle confidential documents and client information with discretion, particularly in a legal environment.

• Prioritize and manage multiple assignments while meeting deadlines and maintaining accuracy.

• Communicate effectively with clients, attorneys, staff, and vendors.

• Demonstrate flexibility, teamwork, and a proactive approach to supporting daily office operations.

Required Qualifications

• High school diploma or equivalent required.

• At least two years of related business experience preferred.

• Previous administrative experience, particularly in a law firm or legal environment, strongly preferred.

• Excellent customer service and interpersonal skills.

• Proficiency in Microsoft Office Suite, specifically Word, Excel, and PowerPoint.

• Strong organizational, communication, and multitasking skills.

• High attention to detail and the ability to maintain accuracy in a fast-paced environment.

• Ability to remain professional and composed under pressure while responding to changing client and business needs.

• Demonstrated flexibility, teamwork, initiative, and a proactive attitude.

Preferred Qualifications

• Associate degree or bachelor's degree preferred.

• Prior experience supporting reception, hospitality, print/copy, and mailroom operations in a law firm or professional services environment.

• Familiarity with legal office procedures and the importance of confidentiality and professional client service.

• Professional office environment with a primary focus on reception, hospitality, administrative, print/copy, and mailroom duties.

• No extensive standing, walking, or lifting requirements.

• Daily parking costs approximately $10–$12, with some free parking available in the surrounding area.