Front Office Assistant

RemotelyHR•Irvine, CA

42d•$20 - $24•Onsite

About The Position

With over 150 years of combined experience, Taylor Nelson Amitrano LLP (Taylor Law) professionals are experts in resolving tax issues at federal and state levels. With backgrounds in government and private practice, we offer practical and cost-effective solutions for tax disputes, in and out of court. Job Function The Front Office Assistant is the “meter, greeter, seater, treater” of the Firm and is the first point of contact either by phone or in-person visitor. The Front office assistant is responsible for providing administrative and clerical support as you are the first point of contact for the Firm. This role involves a variety of tasks, including greeting visitors, answering phones and directing calls to the appropriate team members, scheduling appointments, and providing general office support. Additionally, the front office assistant will include administrative tasks including assemble, organize, and retrieve files/documents, thus ensuring records are accurate and secure. Strong professional communication, organization, and attention to detail are key to succeed in this role. This is an hourly, Non-Exempt position.

Requirements

Associate Degree is Required, but a Bachelor Degree is highly preferred
Prior Experience working in a law firm and in customer service
Proficient in business phone systems and office software.
Must be organized and have the ability to manage files and maintain an orderly workspace
Accurate in data entry and document handling.
Friendly and helpful when assisting clients and other Firm guests.
Skilled in prioritizing tasks and managing multiple responsibilities.
Comfortable using office software like Microsoft Office and filing systems.
Professional communication skills (phones, written)
Extreme organizational abilities, detail-orientated, excellent analytical skills, and the ability to handle multiple priorities and learn new tasks/procedures quickly
A solid work ethic
Team player and wonderful attitude
Proficient in Microsoft Office (Word, Excel, Outlook)
Strong typing skills
Time Management abilities and a high level of self-direction

Nice To Haves

Looking for longevity

Responsibilities

Answer Incoming Calls
Gather basic caller information as per Firm’s phone screening process
Direct incoming calls or take messages as appropriate
Screen and triage calls
Greet Guests
Create a positive, welcoming, and professional first impression
Validate parking passes for client and other PNC’s
Schedule meetings and calls
Direct messages to appropriate personnel
Assist with incoming and outgoing mail, deliveries, and packages
Review incoming mail, incoming faxes, and documents delivered with attorney or other staff member he/she may be assigned, and distribute same to the appropriate personnel
Maintain the lobby, conference rooms, reception, file room, copy room, and kitchen areas, and all other common areas in a neat and clean manner, including tending to the office plants
Create new client physical file folders for potential clients and new clients file for appropriate department
Works in accordance with firm policies and procedures to close out files
Make copies/scans/file documents
Assist attorneys and staff with other general administrative matters as requested