Receptionist/Administrative Assistant

Dickinson Wright Professional Staff•Grand Rapids, MI

1d•Onsite

About The Position

Staff designated at Dickinson Wright PLLC (“the Firm”) as Receptionist/Administrative Assistant are under the general supervision of the Office Administrator and according to established policies and procedures, perform a variety of administrative and clerical support duties, as assigned. Responsibilities include maintaining contact with attorneys, staff and clients of the Firm and handling administrative functions for the reception desk.

Requirements

Approximately one to two years’ experience.
Proficiency with the Microsoft Office Suite of software solutions.
Possess the ability to read and write in order to proofread typed material for grammatical, typographical or spelling errors.
Possess the ability to organize and prioritize numerous tasks and complete them under time constraints.
Possess interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys and staff and provide information with ordinary courtesy and tact.
Possess the ability to be detail-oriented and handle multiple tasks simultaneously.
Work occasionally requires a high level of mental effort and strain while producing a high volume of information performing other essential duties.

Nice To Haves

Work closely with the attorneys and support staff to facilitate a seamless flow of information.

Responsibilities

Receive telephone calls and communicate with attorneys and staff.
Operate a multi-line telephone console in order to relay incoming, outgoing, and internal calls.
Communicate with attorneys and clients via email and/or telephone.
Receive clients and visitors and ensure proper clearance and routing of such parties in accordance with Firm policies, maintain good public relations with clients, observe confidentiality of attorney-client relationship.
Read, sort and date incoming mail. Ensure that outgoing mail is timely delivered. If necessary, route mail to specific service and follow-up on timely delivery.
Assist with faxing, copying, and other needs, as required.
Receive and record deliveries to the office and/or individuals within the office and route them accordingly to the proper recipient.
Maintain records of packages left at front desk for pick-up.
Schedule and maintain records for utilization of conference rooms. Request special set-up of conference rooms and place or coordinate orders for meals and refreshments, as needed.
Maintain neatness of lobby and reception area.
Responsible for placement and follow-up of facilities management service calls to the landlord’s maintenance representative.
Support clients, attorneys and other staff members by performing an administrative role and handling detail-oriented and critical tasks.
Open new files, requests conflict of interest checks and maintain client and general files, maintain records and filing systems.
Draft and submit expense reports and invoice payment requests including, but not limited to, association dues, cell phone reimbursement requests, office supply reimbursement requests, and travel reimbursements.
Perform overflow typing, filing or photocopying as time permits and as requested by other attorneys or the personnel director.