Front Office Assistant

We are seeking a reliable and detail-oriented Office Assistant to provide administrative and operational support to our office team. This role is responsible for ensuring the smooth day-to-day operations of the office while maintaining a professional and welcoming environment for attorneys, staff, clients, and vendors.

The ideal candidate is highly organized, proactive, and capable of managing multiple tasks in a fast-paced professional setting while maintaining strict confidentiality.

Reception & Client Support

• Greet and assist clients and visitors while ensuring proper clearance and routing according to firm policies.
• Receive, log, and distribute incoming deliveries and packages to appropriate staff.
• Schedule and coordinate conference room reservations and maintain conference center records.
• Assist with meeting preparation, including coordinating catering for internal meetings and client visits.
• Retrieve and manage files from off-site storage, prepare materials for return, and support file closure processes.

• Manage office services including supplies, mail distribution, and courier services (US Mail, Fed Ex, etc.).
• Copy and prepare documents, case files, and other materials as requested.
• Maintain inventory for copy rooms and café areas, placing orders as needed and coordinating with vendors.
• Coordinate document pick-up and delivery with outside vendors.
• Operate and maintain office equipment including copiers, printers, and laptops.
• Coordinate service requests and equipment repairs with IT or external vendors.

• Provide administrative assistance to attorneys, paralegals, and staff as needed.
• Act as a liaison with building management for maintenance or facility-related issues.
• Collect, organize, and code accounts payable invoices for accounting processing.
• Coordinate with the compliance team to generate bar-coded client and matter file labels.
• Perform additional duties as assigned to support overall office operations.

• High School Diploma or equivalent required.
• Minimum 3 years of experience in an office or administrative environment
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• Strong organizational skills with the ability to prioritize tasks and meet deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Strong interpersonal skills with the ability to interact professionally with clients, attorneys, and vendors.
• Ability to work independently with minimal supervision.
• Capable of lifting and distributing items up to 12 lbs and reaching shelves up to 8 feet high
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• Flexibility to work occasional irregular hours when required.