Virtual Reception Jobs (NOW HIRING)

Focused on employment and labor law since 1958, Jackson Lewis P.C.'s 1,000+ attorneys located in major cities nationwide consistently identify and respond to new ways workplace law intersects business. We help employers develop proactive strategies, strong policies and business-oriented solutions to cultivate high-functioning workforces that are engaged and stable, and share our clients' goals to emphasize belonging and respect for the contributions of every employee.

The Firm is ranked in the First Tier nationally in the category of Labor and Employment Litigation, as well as in both Employment Law and Labor Law on behalf of Management, in the U.S. News - Best Lawyers "Best Law Firms".

Virtual Reception & Office Services Coordinator

Position Summary
The Regional Office Services Coordinator serves as a centralized virtual receptionist for multiple offices, providing high-quality phone coverage and acting as the first point of contact for inbound calls. This hybrid role combines multi-line call routing with remote administrative and office services support, contributing to a consistent and professional client and attorney experience across multiple locations.
Key Responsibilities
1. Virtual Reception & Client Service (Multi-Office Support)
Serve as the primary virtual receptionist for assigned region, answering and managing a high volume of incoming calls
Professionally screen, route, and prioritize calls to appropriate attorneys and staff across offices
Maintain a consistent, professional, and welcoming tone representing all supported locations
Greet in-office visitors and coordinate client arrivals where applicable
2. Mail & Courier Services
Incoming Mail: Receive, sort, screen, open, date-stamp, log, and distribute mail; follow protocols for handling sensitive materials such as checks and confidential documents
Outgoing Mail: Process USPS, UPS, and FedEx shipments; ensure proper labeling and tracking
Coordinate messenger/courier services, confirm pickup and delivery details, and track ETAs
3. Conference Services & Hospitality
Prepare conference rooms for meetings, including setup, catering coordination, and technology readiness
Maintain kitchen and hospitality areas: restock supplies, monitor equipment, and ensure cleanliness
4. Supplies & Inventory Management
Monitor and maintain office supply levels through weekly and monthly ordering cycles
Process rush orders as needed and coordinate with vendors
Manage inventory of marketing materials and attorney business cards
5. Copy/Print & Reprographics
Provide copying, printing, scanning, and document services, including Bates stamping and quality control
Ensure copiers and printers are fully stocked, functional, and service-ready
6. Records Management
Support digital and physical records management, including scanning, filing, and document organization
Assist with document uploads into document management systems
7. Conference Rooms & Guest Offices
Conduct daily inspections to ensure rooms are clean, stocked, and fully functional
Set up guest offices and return equipment after use
8. Office Equipment & Distribution
Maintain printers, copiers, and office equipment, including replenishing paper and toner
Distribute office supplies and paper inventory throughout the office
9. IT & Technology Coordination
Coordinate new hire setups and technology onboarding
Provide basic troubleshooting and AV support for meetings
Serve as liaison with IT helpdesk and track equipment inventory
10. Vendor, Facilities & Administrative Coordination
Liaise with building management, security, and engineering teams (e.g., AppFolio, Angus, Brivo)
Coordinate vendor services and monitor service delivery
Track invoices, receipts, and expenses using systems such as Concur
Assist with administrative functions including data entry, check requests, and reimbursements
Essential Functions
Provide multi-office phone coverage, ensuring all calls are answered promptly and routed accurately
Welcome clients, vendors, and visitors in a professional manner and manage visitor logs
Open the office daily and help maintain overall office readiness
Coordinate conference room scheduling, setup, and support
Manage incoming and outgoing mail and delivery logistics
Arrange transportation and travel-related services for attorneys or clients
Process and monitor overnight shipments and delivery confirmations
Support administrative requests, including document preparation, mailings, and data entry
Maintain a clean, organized, and professional office environment
Respond calmly and effectively in urgent or high-pressure situations
Qualifications / Skills Required
1-3 years of experience in a receptionist, virtual receptionist, or office services role in a professional services or law firm environment
Strong experience handling multi-line phone systems and high-volume call environments
Excellent verbal and written communication skills with a polished, client-facing demeanor
Ability to multitask across virtual and on-site responsibilities and prioritize effectively
High attention to detail with strong organizational and follow-up skills
Ability to work independently with minimal supervision
Professional, reliable, punctual, and service-oriented with a "can-do" attitude
Strong interpersonal skills and ability to collaborate across offices and teams
Proficiency in Microsoft Outlook, Word, and basic Excel
Educational Requirements
High School Diploma or equivalent required

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other characteristics protected by law.