Receptionist/Records Clerk

Receptionist/Hospitality duties:

• Greet guests and offer coffee/water
• Answer multi-line telephone system
• Conference room preparation and clean up; maintain break room and coffee area
• Order food/beverages for meetings
• Track inventory, order, and stock incoming supplies for office and kitchen
• Retrieve, open, stamp, scan, and distribute mail; drop outgoing mail at end of day
• Arrange for outgoing overnight packages (FedEx, GLS, Unity) and drop at end of day
• Provide support to Office Manager as needed

Records/Filing duties:

• Organize, index and store printed material and files
• Maintain existing files and create new files using RM software (Interwoven)
• Re-shelve files in file areas; Prepare and send files to off-site storage per firm guidelines
• Facilitate conflict checks for new clients
• Assist with preparing New Matter Intake memoranda
• Maintain office printers and copiers (supply with paper, toner, etc.)
• All other duties as assigned

Qualifications/Requirements:

• Stellar attendance and punctuality
• Ability to type 45 wpm
• Strong English language, grammar, and punctuation skills
• Interpersonal skills to communicate verbally, in writing and by telephone in a professional manner with clients, attorneys, vendors, and staff
• Ability to operate office equipment such as computer, transcription equipment, fax machine, and advance functions on photocopiers
• Proficiency in Word and Outlook, and familiarity with document management systems
• Possession of valid California driver license

Physical Demands:

• Lifting of heavy boxes including client files, overnight packages, etc. (approximately 20 pounds)
• Stand/walk frequently
• Stoop, kneel, and climb small step stool
• Use fine finger manipulation including writing, typing and using the phone system

Work Environment:

• Quiet professional office environment