Receptionist

AVA Law Group PLLC • Billings, MT

15d • Onsite

About The Position

The Receptionist serves as the first point of contact for clients, visitors, and vendors in a professional law firm environment. This position is responsible for welcoming guests, managing incoming calls, and providing a variety of administrative support services to attorneys and legal staff. Strong communication skills, attention to detail, and a polished, professional demeanor are essential.

Requirements

• Maintains a professional appearance, demeanor, and approach when representing the firm.
• Demonstrates strong customer service, interpersonal, and verbal communication skills to effectively engage diverse clients, attorneys, court staff, and vendors.
• Ability to express ideas clearly and effectively in both written and verbal forms, and to actively listen to others.
• Prioritizes tasks, meets deadlines, and manages multiple responsibilities efficiently.
• Maintains the highest level of confidentiality and discretion when handling sensitive client information.
• Ability to work well with others, contribute to group efforts, and build respectful relationships across diverse teams.
• Skill in recognizing, understanding, and managing one’s own emotions, as well as empathizing with others to build effective working relationships.
• Adapts easily to changing priorities and remains composed in a fast-paced environment.
• Proactively seeks ways to improve efficiency and takes ownership of completing tasks accurately and on time.
• Must be at least 18 years of age.
• High school diploma or equivalent required.
• 0-2 years of administrative or legal office experience.
• Working knowledge of Microsoft Office Suite, Adobe, and other similar software.
• Must be able to read, comprehend, and follow written and verbal instructions.
• Valid driver’s license.
• Must have reliable transportation that is insured in accordance with state law, and be able to travel to courts, post offices, or other locations as needed.

Responsibilities

• Greet clients, visitors, and vendors in a professional and friendly manner, ensuring a positive first impression.
• Welcome clients and visitors upon arrival, ensuring a professional and positive first impression.
• Answer, screen, and forward phone calls in a courteous and professional manner; take accurate messages as needed.
• Direct the flow of mail, faxes, deliveries, and other communications to ensure they reach recipients promptly.
• Schedule and confirm appointments with clients, attorneys, and other parties as needed.
• Manage and maintain office supply inventory, placing orders as required.
• Oversee conference room scheduling, ensuring proper setup prior to meetings and post-meeting cleanup.
• Provide administrative office support including faxing, scanning, emailing, copying, and filing.
• Complete assigned administrative tasks for attorneys and other staff as needed.
• Book continuing legal education (CLE) courses, events, hotel accommodations, and other reservations as requested.
• Assist with general office organization to maintain a clean, orderly, and professional environment.
• Support other administrative and office management duties as assigned to ensure smooth daily operations.

Benefits

• Medical, dental, and vision.
• Voluntary life, accident, critical illness, hospital indemnity, and short-term disability.
• Vacation, sick, and floating holidays.
• Employee assistance program.
• Paid parental leave.
• 401(k) retirement plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees