Office Coordinator/Office Assistant/Receptionist

Frost Brown Todd LLP • Lexington, KY

50d • Onsite

About The Position

Frost Brown Todd LLP, a national law firm of 1000+ legal and business professionals in eighteen markets, is currently seeking a full-time Office Coordinator/Office Assistant/Receptionist to join our Lexington Office. The Office Coordinator/Office Assistant/Receptionist handles the day-to-day coordination and workflow of administrative and client needs for their assigned office, working closely with the Lexington attorneys and business professionals and the Regional Office Manager.

Requirements

• High School Diploma or equivalent.
• Minium of 3 years of experience working in an office setting required. Previous law firm experience preferred.
• Interpersonal skills necessary to communicate in person, by e-mail and telephone and follow instruction effectively from a diverse group of attorneys, managers, business professionals, and vendors to provide information with ordinary courtesy and tact.
• Ability to answer phone courteously and professionally and transfer calls quickly. Ability to greet clients in a courteous and professional manner.
• Ability to retrieve and distribute files weighing up to 30 pounds and ability to retrieve and replace objects from shelves up to 8 feet high, sometimes a large amount in a day.
• Ability to learn and apply practice group and/or firm specific software programs, including the CST workflow application, at a proficient level.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.

Nice To Haves

• Previous law firm experience preferred.

Responsibilities

• Understand and prioritize client service as the firm's top commitment. Remain available during regular business hours to address client and internal needs, coordinate alternative support when necessary, and ensure timely follow-up when attorneys or other professionals are unavailable.
• Coordinate with the Regional Office Manager for tasks related to work assignments, internal communications, staffing needs, and other tasks related to the daily functions of the Lexington office.
• Assist in coordinating overflow and workflow needs, including witnessing and notarizing documents, to provide consistent, high-level support to attorneys and other timekeepers.
• Coordinate coverage for absent business professionals to ensure consistent support for attorneys and other timekeepers. Assist in administering time off requests in accordance with firm policies and communicate absence updates to the Regional Office Manager.
• Communicate any performance, attendance, or other personnel-related concerns to the Regional Office Manager.
• Order supplies for the office from approved firm vendors, as needed.
• Serve as the on-site contact with building management and internal FBT facilities team for matters related to security, maintenance, building access, emergency preparedness, after-hours services, and general building operations. Ensure office facilities are maintained for functionality and cleanliness, fostering a productive and welcoming environment for both employees and clients. Maintain cleanliness of conference rooms, reception desk and surrounding areas.
• Answer and route all incoming calls to the Lexington office to the appropriate firm personnel.
• Greet clients, vendors and other FBT personnel in a courteous and professional manner. Ensure proper security clearance and routing of respective parties in accordance with firm policies. Contact attorney and/or assistant accordingly and direct guest/clients to conference rooms.
• Schedule conference rooms and visitor offices using software. Coordinate with other appropriate departments and personnel as required.
• Support administrative needs of attorneys and clients in the conference center, i.e., notary needs, copies, scan, fax, technical assistance, facilities management, etc.
• Assist legal practice assistants with special projects, transcription, editing, filing, stuffing envelopes, and other miscellaneous tasks as needed.

Benefits

• Frost Brown Todd offers a competitive salary and a comprehensive benefits package including medical, dental, vision, life, disability, and 401k/profit sharing retirement package.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees