Administrative Coordinator (Front Desk)

Don Shaw Law•Arlington, VA

11d•Onsite

About The Position

You are the front of the firm. On any given day you are talking to a widow whose husband died last week, an opposing counsel, a court clerk, a courier, and three people trying to sell us software. You decide, in the first fifteen seconds, which one you are dealing with and where it goes. When it is a prospective client, how that call goes often determines whether they hire us. We are an estate planning, probate, and guardianship firm. Our clients come to us during real life transitions, and the tone of the front office sets the tone of the whole engagement.

Requirements

Two or more years on a business phone line in a professional setting.
Composure on emotionally difficult calls. Our callers are often grieving or under stress. You will hear about it.
Judgment about what you can and cannot answer, and the discipline to hand off rather than guess.
Reliability. This is a single coverage seat and the office does not open without you.
Comfort with Outlook and the ability to learn our practice management system quickly

Nice To Haves

Law firm, medical or dental practice, hotel front desk, and bank branch experience all transfer well.

Responsibilities

Answer and route all incoming calls with warmth, discretion, and speed
Handle the first conversation with prospective clients and capture accurate information
Greet clients and visitors, announce arrivals, keep the reception area sharp
Accept deliveries, handle outgoing mail and couriers
Schedule consultations and maintain the Arlington calendar
Prepare conference rooms for meetings and signings, reset them afterward
Keep the office stocked and running
Scanning, filing, data entry, and confidential document handling
Backup call coverage for the legal and intake teams
Monitor office equipment and supplies, report and resolve issues