Front Desk Assistant

Overview

Provide first-point-of-contact support to clients and visitors, manage incoming communications, and perform key administrative tasks while ensuring strict adherence to internal protocols and accurate handling of client information.

• Customer Service & Phone Support:
  Answer and manage incoming phone calls in a professional and courteous manner. Route inquiries according to established procedures and protocols. Receive and document client information from the firm in compliance with internal guidelines.
• Administrative & Documentation Support:
  Complete and maintain required forms for permit and service-related processes. Accurately record time spent per client in the internal system. Assist with service billing, retainers, and basic collections follow-up.
• Task & Schedule Management:
  Manage calendars, tasks, and reminders using Outlook. Organize and maintain digital files in Google Drive. Follow up on pending requests and administrative tasks in a timely manner.

• Strong customer service orientation
• Highly organized and detail-oriented
• Proactive with a strong sense of urgency
• Effective problem-solving skills
• Fast-paced, driven, and results-oriented

• Proficient in Microsoft Office
• Fluent English (required for interaction with government agencies)
• Experience with Google Drive
• Professional phone handling skills
• Task and calendar management using Outlook
• Familiarity with Carbonite (training provided by the engineering team)

• Previous experience in reception, front desk, or administrative roles
• Time tracking and client-based time entry experience
• Exposure to service billing, retainers, and collections processes

• High School Diploma or some college coursework (administrative or related fields preferred)