Office Administrative Assistant/ Backup Receptionist

Coast Law Group; Encinitas (CA); On-site; USD 28,000 - 41,000; Full time

Benefits offered by this job

Health benefits

Retirement benefits

Job summary

Coast Law Group, LLP, a boutique litigation and transactional firm based in Encinitas, California, seeks an Office Administrative Assistant / Backup Receptionist to support daily operations in a fast-paced legal environment.

The role covers front-desk coverage, clerical tasks, and light accounting for attorneys and staff. The ideal candidate is organized, discreet, and dependable, with strong communication and multitasking skills.

Qualifications

• High school diploma or equivalent required.
• Prior administrative or receptionist experience; law firm a plus.
• Proficiency with Word, Excel, Outlook and basic bookkeeping.

Responsibilities

• Provide backup front-desk coverage, answer and route calls, greet clients professionally.
• Provide general administrative support: copying, scanning, filing, and organizing documents.
• Maintain filing systems and handle mail, deliveries, and routine office correspondence.
• Assist with document preparation and other administrative projects as assigned.
• Monitor inventory of office supplies and coordinate with vendors.

Skills

Detail-oriented

Communication

Multitasking

Discretion

Education

High School Diploma or equivalent

Some college coursework

Tools

QuickBooks

Microsoft Office

Job description

Office Administrative Assistant / Backup Receptionist

Coast Law Group, LLP

About the Firm

Coast Law Group, LLP is a boutique litigation and transactional law firm based in Encinitas, California, serving diverse clients. Our practice areas include environmental law, business and commercial law, intellectual property, personal injury, employment law, and action sports law.

Position Summary

Coast Law Group is seeking a detail-oriented and dependable Office Administrative Assistant / Backup Receptionist to support daily office operations. This role serves as backup coverage for the front desk and provides essential clerical, administrative, and light accounting support to attorneys and staff. The ideal candidate is organized, professional, discreet, and comfortable managing a variety of tasks in a fast-paced legal office environment.

Key Responsibilities

Reception & Client Support

• Provide backup front-desk coverage, including answering and routing incoming calls and greeting clients, visitors, and vendors in a professional manner.
• Direct calls and inquiries to the appropriate attorney or staff member and ensure messages are communicated promptly.
• Maintain a professional and welcoming reception environment.

Administrative & Clerical Support

• Provide general administrative support to attorneys and staff, including copying, scanning, filing, and organizing physical and electronic documents.
• Prepare, assemble, and distribute correspondence, case materials, and other documents as requested.
• Maintain organized physical and electronic filing systems consistent with firm procedures and confidentiality requirements.
• Process incoming and outgoing mail, deliveries, and other routine office correspondence.
• Assist with document preparation and other administrative projects as assigned.

Office & Supply Management

• Monitor and maintain inventory of office, kitchen, and other firm supplies.
• Order supplies as needed and maintain appropriate inventory levels.
• Coordinate with vendors regarding routine office needs and services.
• Track and record supply purchases, vendor charges, and other office expenses for budgeting and expense-reporting purposes.
• Assist with the entry and tracking of firm costs and expenses.
• Provide basic bookkeeping support, including invoice processing, expense tracking, and data entry into the firm's accounting and billing systems.
• Maintain accurate supporting records for expenses and vendor invoices.
• Coordinate with office management, attorneys, and accounting personnel regarding billing, invoices, expenses, and related administrative matters.

Qualifications

• High school diploma or equivalent required; some college coursework preferred.
• Prior experience in an administrative, receptionist, or professional office environment preferred; law firm experience is a plus.
• Basic familiarity with bookkeeping, expense tracking, billing, or accounting software such as QuickBooks is helpful.
• Proficiency with Microsoft Office, including Word, Excel, and Outlook.
• Strong organizational skills and attention to detail.
• Professional telephone etiquette and strong interpersonal and written communication skills.
• Ability to handle confidential client and firm information with discretion.
• Ability to manage multiple assignments, prioritize tasks, and meet deadlines in a fast-paced professional environment.
• Dependable, punctual, and able to work effectively and collaboratively with attorneys and staff.

Position Information

• Position Type: Full-time, in-office
• Location: Encinitas office
• Reports To: Managing Partners

$25/hour with health and retirement benefits