Office Assistant

Hall Booth Smith•Nashville, TN

11d•Onsite

About The Position

The Office Assistant serves as the first point of contact for clients, vendors, and deliveries, providing customer service and administrative support to help ensure smooth office operations. The role includes greeting and assisting clients and visitors, coordinating conference-room use, handling mail and packages, performing clerical tasks, maintaining office equipment, and supporting the Management team. The position is based in a professional office environment with frequent interaction with attorneys, staff, clients, experts, courts, and outside parties. Work may involve offsite travel for records collection, information gathering, and court filings. More than 40 hours per week may be required to perform essential duties and meet financial goals. Reliable, predictable attendance and punctuality are essential. Remote work may be permitted only when expressly authorized by management; the role has an in-office attendance requirement.

Requirements

High school diploma or General Education Degree (GED).
Experience with multi-line phone systems and clerical duties in a professional setting.
Accurate typing ability of at least 35 words per minute.
Proficiency in Microsoft Office Suite.
Strong organizational, prioritization, and attention-to-detail skills.
Excellent interpersonal skills and the ability to communicate courteously and professionally.
Ability to sit, bend, and stoop, and to use a computer and telephone for extended periods.
Occasionally able to lift items weighing 25–50 lbs.
Ability to multitask in a high-volume environment.
Regular, predictable, and reliable attendance, including reporting as scheduled and maintaining acceptable punctuality.

Responsibilities

Serve as the point of contact for clients and visitors in person and by phone.
Schedule and maintain conference-room use, coordinating special equipment and refreshments as needed.
Validate parking for clients and visitors as needed.
Liaise with management and submit and monitor maintenance requests.
Coordinate with parking personnel for new employees.
Organize office events, including holiday parties, birthday celebrations, and training sessions.
Perform clerical duties, including typing, copying, scanning, file maintenance, time entry, and expense reports.
Receive, record, and distribute incoming mail and packages, and process outgoing mail and packages.
Order condolence and celebratory flowers or meals as requested.
Operate and maintain copiers, printers, and phone systems.
Coordinate with IT and vendors for necessary repairs and maintenance.
Provide support as requested by the Management team, including tasks outside the scope of the job description.
Travel offsite as needed for records collection, information gathering, and court filings.