Front Office Assistant

RemotelyHR•Irvine, CA

13h•$20 - $24•Onsite

About The Position

The Front Office Assistant is the primary point of contact for the Firm, serving as the initial greeter for both in-person visitors and phone callers. This role is crucial for providing essential administrative and clerical support, ensuring a positive and professional first impression. Responsibilities include greeting visitors, managing phone calls, scheduling appointments, and offering general office assistance. The position also involves detailed administrative tasks such as assembling, organizing, and retrieving files and documents to maintain accurate and secure records. Success in this role requires strong professional communication, excellent organization, and meticulous attention to detail. This is an hourly, Non-Exempt position.

Requirements

Associate Degree is Required.
Prior experience working in a law firm.
Prior experience 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-oriented, 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

Bachelor Degree is highly preferred.

Responsibilities

Answer incoming calls and gather basic caller information.
Direct incoming calls or take messages as appropriate, screening and triaging calls.
Greet guests and create a positive, welcoming, and professional first impression.
Validate parking passes for clients and other visitors.
Schedule meetings and calls.
Direct messages to the appropriate personnel.
Assist with incoming and outgoing mail, deliveries, and packages.
Review and distribute incoming mail, faxes, and documents to the appropriate personnel.
Maintain the lobby, conference rooms, reception, file room, copy room, kitchen areas, and all other common areas in a neat and clean manner, including tending to office plants.
Create new client physical file folders for potential clients and new clients for the appropriate department.
Close out files in accordance with firm policies and procedures.
Make copies, scans, and file documents.
Assist attorneys and staff with other general administrative matters as requested.