Office Assistant

Suiter Swantz IP; Omaha (NE); On-site; USD 32,000 - 42,000; Full time

Job summary

Suiter Swantz IP is expanding and seeking an Office Assistant in Omaha, NE. This full-time, in-office position serves as the first contact for clients and visitors, ensuring smooth day-to-day operations at our Omaha office.

Experience is welcomed but not required; training will be provided. The role supports attorneys and staff, assists with travel and scheduling, and helps with marketing and office logistics in a tech-forward environment.

Qualifications

• 0–2 years of office administration or front-desk experience.
• Strong written and verbal communication with professional phone and email etiquette.
• Friendly, professional demeanor with a genuine interest in client service.
• Very strong attention to detail and follow-through.
• Comfortable learning new systems and workflows with technology.

Responsibilities

• Answering and routing calls, greeting clients/visitors, and answering the door.
• Coordinate scheduling for attorney consultations and assist with engagement letters/CRM updates.
• Manage mail, packages, deliveries, and office supplies.
• Assist with marketing initiatives, events, social media content, and promotions.
• Support with travel arrangements and meeting scheduling as needed.
• Provide general administrative support to attorneys and staff.

Skills

Communication

Attention to detail

Tech-savvy

Organization

Job description

Suiter Swantz IP is expanding, and we're looking for an Office Assistant to join our team in Omaha, Nebraska. We're an intellectual property boutique with approximately 30 employees. This is a full-time, in-office position based at our Omaha office. This role is the first point of contact for our clients and visitors, and keeps our office running smoothly day to day.

Prior office administration or front-desk experience is a plus, but it's not required. We will invest in training the right person. We're a firm that's leaning into modern practice tools and streamlined, tech-forward workflows, so comfort learning new systems and improving processes is required.

Responsibilities

• Answering and routing incoming calls, greeting clients and visitors, and answering the door.
• Fielding initial client inquiries, coordinating scheduling for attorney consultations, and assisting with preparation of engagement letters and CRM updates.
• Managing incoming and outgoing mail, packages, and deliveries.
• Assisting with marketing initiatives, including firm events, social media content, and promotional materials.
• Managing inventory and ordering of office supplies, sundries, business cards, and mailing supplies.
• Coordinating with building management and IT, phone, and equipment vendors to maintain office operations and technology.
• Maintaining the cleanliness and readiness of common areas, conference rooms, the media room, and cafe.
• Providing general administrative and operational support to attorneys and staff as needed.
• Assisting attorneys with travel arrangements and meeting scheduling as requested.
• Additional responsibilities as needed.

Qualifications

• 0 – 2 years of office administration, front-desk, or comparable customer-facing experience.
• Strong written and verbal communication skills, including professional phone and email etiquette.
• Friendly, professional demeanor with a genuine interest in providing excellent client service.
• Very strong attention to detail and follow-through.
• Comfortable working with technology and adopting new tools and workflows.
• Calm, reliable, and organized in a fast-paced environment.

Suiter Swantz IP is an Equal Opportunity Employer. We do not discriminate, harass, or allow harassment against any employee or applicant for employment on the basis of age, racial or ethnic identity or ancestry, sex, religion, creed, national origin, disability, veteran status, marital status or sexual orientation, or any other classification protected by law.