Office Assistant

Hall Booth Smith, P.C.; Nashville (TN); On-site; USD 35,000 - 48,000; Full time

Job summary

Hall Booth Smith, P.C. in Nashville, TN seeks an Office Assistant to be the first point of contact for clients and visitors, handling phones, scheduling, mail, and basic clerical tasks. You will support management and coordinate events, maintain files, and ensure office operations run smoothly.

The role emphasizes strong organization, accurate typing, and proficient use of MS Office, with excellent interpersonal skills to provide courteous service in a fast-paced legal environment.

Qualifications

• High School Diploma or GED required.
• Experience with multi-line phone systems and clerical duties.
• Excellent typing and proficiency in Microsoft Office.
• Strong organizational, prioritization, and detail orientation.
• Excellent interpersonal, courteous communication.

Responsibilities

• Acts as the point of contact for clients and visitors both in person and over the phone.
• Schedules and maintains use of conference rooms, coordinating any special equipment or refreshment needs.
• Validates parking for clients and visitors as needed.
• Liaises with management and submits/monitors maintenance requests.
• Coordinates with parking personnel for new employees.
• Organizes office events, such as holiday parties, birthday celebrations, and training sessions.
• Performs clerical duties including typing, copying, scanning, file maintenance, time entry, and expense reports.
• Receives, records, and distributes mail and packages; processes outgoing mail and packages.
• Orders condolence and celebratory flowers or meals as requested.
• Operates and maintains office equipment including copiers, printers, and phone systems.
• Coordinates with IT and vendors for necessary repairs and maintenance.
• Provides support as requested by the Management team, including tasks outside the scope of this job description.

Skills

Typing 35 WPM

MS Office

Attention to detail

Organization

Interpersonal skills

Education

High School Diploma or GED

Tools

Multi-line phone systems

Job description

Purpose Of The Job

To serve as the first point of contact for clients, vendors, and deliveries, providing excellent customer service, and assisting with administrative tasks to ensure smooth office operations.

Purpose Of The Job

To serve as the first point of contact for clients, vendors, and deliveries, providing excellent customer service, and assisting with administrative tasks to ensure smooth office operations.

Key Responsibilities

• Acts as the point of contact for clients and visitors both in person and over the phone.
• Schedules and maintains use of conference rooms, coordinating any special equipment or refreshment needs.
• Validates parking for clients and visitors as needed.
• Liaises with management and submits/monitors maintenance requests.
• Coordinates with parking personnel for new employees.
• Organizes office events, such as holiday parties, birthday celebrations, and training sessions.
• Performs clerical duties including typing, copying, scanning, file maintenance, time entry, and expense reports.
• Receives, records, and distributes mail and packages; processes outgoing mail and packages.
• Orders condolence and celebratory flowers or meals as requested.
• Operates and maintains office equipment including copiers, printers, and phone systems.
• Coordinates with IT and vendors for necessary repairs and maintenance.
• Provides support as requested by the Management team, including tasks outside the scope of this job description.

Required Qualifications

Education

• High School Diploma or General Education Degree (GED) required.

Experience

• Experience with multi-line phone systems and clerical duties in a professional setting.

Skills

• Accurate typing ability (minimum 35 WPM).
• Proficiency in Microsoft Office Suite.
• Strong organizational, prioritization, and attention-to-detail skills.
• Excellent interpersonal skills, with the ability to communicate courteously and professionally.

Physical Requirements

• Ability to sit, bend, stoop, and use a computer and telephone for extended periods.
• Occasionally required to lift items weighing 25-50 lbs.

Goals

• Prompt and courteous client interactions.
• Accurate and timely completion of clerical tasks.

Competencies

• Strong attention to detail and organization.
• Ability to multitask in a high-volume environment.

Working Conditions

• Work may require more than 40 hours per week to perform the essential duties of the position and to meet financial goal requirements.
• Professional office environment with frequent interaction with attorneys, staff, clients, experts, courts, and outside parties.
• Work may include offsite travel for records collection, information gathering, and court filings.
• Regular, predictable, and reliable attendance is an essential function of this position. The employee must be able to report to work as scheduled, fulfill assigned shifts and duties in a consistent manner, and maintain acceptable punctuality to ensure effective operations and teamwork. Remote work or telecommuting may be permitted only as expressly authorized by management and does not alter the essential nature of the in-office attendance requirement.

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.