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Responsibilities:

• Greet visitors and clients and contact the appropriate employee of their arrival
• Answer/facilitate main switchboard and call-in; convey messages to attorneys and team members
• Monitor and report to management immediately suspicious behavior of unknown individuals
• Schedule and confirm conference room reservations utilizing the Meeting Manager conference room booking program
• Schedule and confirm visitor office reservations and requirements
• Maintain visitor list, assign visitor access cards and offices
• Order catering and all other aspects of conference room reservations and set-ups for internal meetings and events in the CO office
• Communication regarding HVAC requirements and office maintenance with Office Administrator and Property Management
• Assist with light administrative duties and special projects, i.e., stuffing envelopes, attorney time/data entry and expense reimbursements, typing/editing documents and scanning projects
• Maintain a clean, clutter free professional receptionist desk and surrounding receptionist area
• Charge expenses to accounts and cost center by analyzing invoice/expense reports; recording entries
• Pay vendors by monitoring discount opportunities; verifying federal id numbers; scheduling and preparing checks; resolving purchase order, contract, invoice, or payment discrepancies and documentation; insuring credit is received for outstanding memos; issuing stop-payments or purchase order amendments
• 1099 reporting
• Responsible for managing records through LegalKEY; creating and updating files; perform data entry and process record requests
• Assist in managing IBS Security System; responsible for tracking IBS fobs
• Responsible for parking validation process and managing payment of invoices
• Coordinate and schedule services with outside vendors
• Assist with maintenance requests

Requirements

• 2+ years of prior administrative law firm experience preferred but not required
• Must possess strong calendar management skills
• Strong knowledge of MS Office Products (Word, Excel, PowerPoint and Outlook)