Receptionist

Our Billings, Montana office is currently seeking an experienced Receptionist. 

POSITION SUMMARY:
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.

KEY 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.

KEY SKILLS: 

• 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.

MINIMUM QUALIFICATIONS:

• 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.

PHYSICAL REQUIREMENTS:

• Prolonged periods of sitting.
• Perform repetitive tasks such as typing and clicking. 
• Must be able to lift and move light items up to 20 pounds at times.
• Must be able to bend, reach, push, pull, lift, and sit.

The physical demands are representative of those that must be met to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

BENEFITS: 

The company offers a comprehensive benefits package including:

• 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.

DISCLAIMER:
This is not meant to be an all-inclusive list of duties and responsibilities for this position but constitutes a general definition of the position's scope and function.

EQUAL OPPORTUNITY EMPLOYER:
We are an equal opportunity employer and value diversity at all levels of the organization. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other legally protected status.

If you require a reasonable accommodation to complete the application or interview process, please contact us at [email protected].