Legal Receptionist & Switchboard - with Growth Opportunities

We are seeking a Legal Receptionist and Switchboard to join our team, located in Boston, MA. The ideal candidate must have previous office experience, exceptional customer service skills, and strong organizational abilities. This role involves greeting visitors, answering calls, scheduling meetings, and providing general administrative support.

Roles and Responsibilities:
 

• Provides exceptional customer service to the firm by performing a variety of job duties and responsibilities within the Legal environment.
• Maintains utmost professionalism and willingness to assist the Legal customers to include but not limited to law partners, paralegals and legal administrative assistants with value added services.  
• Meets and greets all visitors and employees to the firm, providing them a professional welcome, going above and beyond in their service approach. 
• Schedules meeting rooms, ensuring that each conference room has the necessary supplies, beverages, video conferencing etc. prior to the clients' meeting times.  
• Answers all incoming telephone calls made to the firm, by following firm phone etiquette expectations and ensuring communication at a professional level.  
• Engages in company and community service events or firm initiatives, philanthropies.  
• Performs light clerical/admin asst duties: performs a broad range of clerical duties that require knowledge of legal procedures and terminology as required.  
• Prepares documents, maintains files and calendars, schedules appointments and meetings as required. 
• Prepares legal documents and correspondence from draft or dictated text as required. 
• Manages calendars and assists in meeting deadlines as required. 
• Provides light housekeeping duties, maintaining an organized workspace. 
• Provides “value added” services as approved by Site Manager/Supervisor. 
• Builds professional relationships with clients as well as employees within the firm. 
• Educates themselves on the firm culture, the key people, the roles of those key people and assimilates themselves into the culture. 
• Understands firm culture and expectations in regard to greeting clients and other visitors to the firm. 
• Maintain proper visitor and guest security procedures as laid out by the firm.  
• Monitors whereabouts of attorney’s and staff in order to appropriately handle telephone calls, visitors and / or questions. 
• Serve as firm concierge in regard to guests, clients and staff, familiarizing themselves with the area, restaurants, coffee houses etc. - Maintain professional appearance and cleanliness of firm lobby.  
• Orders supplies, when necessary, organize supply room, supply closets etc. 
• Performs light hospitality, when necessary, coffee, water, order food, drinks. 
• Performs other duties as assigned.

Minimum Qualifications:
 

Requires high school diploma plus 12 months of related work experience. Post High School
education encouraged and preferred.

• Could be required to move locations in one day should the business require it. Also, ability to
cover accounts between 40-50 miles
• May require valid, violation-free driver’s license along with reliable transportation and minimum
levels of auto insurance coverage per RICOH policy.
• Requires intermediate skill level on most common software applications including file folder
management and navigating to network production folders.
• Must maintain and accurately submit monthly expenses in a timely manner following proper
coding requirements.

​• Possesses ability to work in a team environment by maintaining positive, productive relationships
with co-workers
• Possesses ability to adapt to changing situations, flexibility, high motivation, and sense of
urgency.
• Possesses basic math skills.
• Possesses judgment in making sound justifiable decisions and taking action in solving problems.
• Possesses ability to perform repetitive work by continuously executing different tasks according
to set procedures, sequence or pace while maintaining quality and output standards.
• Possesses commitment to task by having started and persisted with specific courses of action.
• Possesses excellent oral communication skills by being able to clearly present information
through the spoken word in positive and negative circumstances.
• Possesses working knowledge of account services to facilitate job scheduling.
• Possesses ability to comprehend written and verbal instructions from customers and effectively
translate to site resources
• Possesses ability to resolve customer related issues.
• Possesses ability to troubleshoot and coordinate problem resolution.
• Possesses proficiency in the use of Microsoft and computers.
• Routinely may be asked to report to an alternate site on any given day which could result in
walking, driving or other modes of transportation to that alternate site and a longer commute time
that exceeds scheduled shift
• Typically, an office / warehouse environment with adequate lighting and ventilation, and a normal
range of temperature and noise level Working Conditions, Mental and Physical Demands
• Typically, an office or warehouse environment with adequate lighting and ventilation, and a
normal range of temperature and noise level
• Work assignments are diversified. Interpret, comprehend, and apply complex material, data and
instruction – prepare, provide and convey diversified information
• Working conditions regularly expose individuals to conditions that could result in minor cuts
• Some physical effort is required which may involve long periods of standing, walking, bending,
reaching, stretching, climbing or similar activities as well as lifting or moving items weighing up to
50 lbs. and in pushing or pulling machines on wheels, which may weigh up to 400 lbs., in order to
move for repairs. Walking between buildings may be necessary.
• Moderate dexterity – regular application of basic skills (calculator, keyboard, hand tools, eye/hand
coordination.
• Specific vision abilities required by this job include close vision
• Frequent local car travel