Office Assistant

HBS Default; Charleston (TN); On-site; USD 35,000 - 45,000; Full time

Job summary

A professional firm in Charleston, TN, is seeking an individual for a role that includes managing client communications, scheduling, and organizing office events. Responsibilities extend to clerical duties such as typing, filing, and operating office equipment. Candidates should possess strong interpersonal and organizational skills, with a preferred education of an associate degree or higher. Experience with software like iManage and Microsoft Outlook is essential. This job may require extra hours in a busy office environment.

Qualifications

• Demonstrated reading, spelling, diction, and grammatical skills.
• Ability to communicate with a diverse group of attorneys and clients.
• Impeccable integrity in confidential matters.

Responsibilities

• Point of contact for clients and visitors, managing calls and schedules.
• Organizes office events and performs general clerical duties.
• Operates and maintains office equipment and coordinates IT support.

Skills

Interpersonal skills

Typing ability (35 wpm)

Attention to detail

Organizational skills

Communication skills

Education

Associates degree or better

Tools

iManage

Microsoft Outlook

Elite

Document Production

Job description

Charleston
111 Coleman Blvd
Suite 301
Mt Pleasant, SC 29464, USA

Performs all functions related to receiving calls, clients, vendors, and deliveries and directs them to appropriate individuals within the firm according to established policies and procedures. Assists with administrative projects including dealing with prebills, invoices and scanning mail, as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES: “Essential functions” are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.

• Point of contact for clients and visitors, in person and via phone.
• Schedules and maintains use of conference rooms, noting special equipment or refreshment requirements.
• Liaison with management, submitting and monitoring maintenance requests.
• Coordinates with parking personnel on new employees. Validates parking as appropriate for clients and visitors.
• Organizes office events, including holiday parties, birthday celebrations, and trainings.
• Performs clerical duties including typing, copying, scanning, electronic file maintenance, time entry and expense reports.
• Orders condolence and celebratory flowers and meals as requested.
• Receives, records, and distributes mail and packages; processes outgoing mail and packages.
• Operates and maintains office equipment including copiers, printers, phone and voicemail systems. Coordinates with IT and vendors for repairs and maintenance.

Remains flexible and open to requests for support or assistance outside of the scope of this job description and to other duties as directed by the Management team.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

Demonstrated reading, spelling, diction and grammatical skills equal to or above a level normally acquired through successful completion of a high school or general education degree.

Interpersonal skills necessary in order to communicate with a diverse group of attorneys, staff, and clients and to provide or obtain information with ordinary courtesy, diplomacy and tact.

Ability to demonstrate impeccable integrity in confidential matters.

Accurate typing ability of 35 wpm and comprehensive computer and multi-line telephone experience.

Demonstrated organizational, prioritization, and attention to detail skills to allow for timely, effective and accurate performance of job duties with little or no supervision.

Work may require more than 40 hours per week to perform the essential duties of the position.

Work requires sitting, bending, stooping, computer keyboarding and continuous use of the hands, telephone contact, reading, and may occasionally require lifting of 25-50 lbs. or more.

Work occasionally requires a high level of mental effort and strain when answering a high volume of telephone calls and performing essential duties.

Under certain circumstances the Firm may substitute experience for educational requirements and vice versa.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

Qualifications

Skills

Preferred

iManage

Expert

Microsoft Outlook

Expert

Elite

Expert

Document Production

Expert

Communication Skills

Expert

Computer Skills

Expert

Education

Preferred Education: Associates or better.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.