Office Assistant/Receptionist

FBT Gibbons LLP; Naples (FL); On-site; USD 34,000 - 42,000; Full time

Benefits offered by this job

Health insurance

Life insurance

Disability insurance

Parental leave

Wellbeing program

Paid time off

401(k) retirement plan with employer 2

Job summary

FBT Gibbons LLP in Naples, FL seeks an Office Assistant/Receptionist to be the friendly first contact for clients and visitors, while supporting daily administrative needs. The ideal candidate is organized, professional, and eager to learn in a fast-paced, team-oriented setting.

Responsibilities include answering calls, coordinating conference rooms, arranging meals, maintaining tidy reception areas, and providing backup support to attorneys with travel and document tasks.

Qualifications

• High school diploma or equivalent; some college preferred.
• Minimum 1 year of office experience; law firm experience preferred.
• Proficient with Word, Excel, and Outlook.
• Ability to handle confidential information with discretion.
• Strong written and verbal communication and interpersonal skills.

Responsibilities

• Answer calls and greet clients, vendors, and staff professionally.
• Coordinate conference rooms and visits using scheduling software.
• Arrange meals and events, and manage related payments and setup.
• Keep reception, meeting spaces, and kitchen orderly and welcoming.
• Provide backup support to attorneys with routine tasks and travel arrangements.
• Assist with special projects for office leadership as needed.

Skills

Microsoft Office

Phone etiquette

Customer service

Organization

Education

High school diploma or equivalent

Tools

Scheduling software

Job description

FBT Gibbons LLPis a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking an Office Assistant/Receptionist to serve as a friendly and professional first point of contact for clients, visitors, and team members, while supporting the daily administrative needs of the office.

The ideal candidate is organized, professional, motivated to learn and grow, and enjoys working in a fast-paced, team-oriented environment.

Key Responsibilities:

• Answer phone calls and greet clients, vendors, and other personnel with courtesy and professionalism.
• Coordinate the use of conference rooms and visitor offices through scheduling software to ensure seamless meeting logistics.
• Coordinate food orders with hospitality staff and external vendors; oversee payment and set-up for meetings and events.
• Maintain the cleanliness and organization of conference rooms, reception desk, kitchen and surrounding areas to ensure a welcoming environment.
• Provide backup or overflow support to attorneys and business professionals, including routine correspondence, pleadings, exhibits, travel arrangements, expense reimbursements, and document support tasks.
• Support the CST initiative by accepting appropriate BigHand assignments and participating in training to expand skills.
• Drive locally for firm business, including trips to the post office and pickups of catering or documents.
• Assist Office Manager, attorneys and business professionals with special projects as needed.

Job Requirements:

• High school diploma or equivalent required; some college preferred.
• Minium of 1 year of experience working in an office setting required. Previous law firm experience preferred.
• Proficiency with Microsoft Office products such as Word, Excel, and Outlook.
• Ability to operate standard office equipment such as multi-functional devices, copiers, printers, and scanners.
• Ability to manage multiple tasks and shift priorities in a fast-paced environment.
• Ability to handle confidential information.
• Interpersonal skills necessary to communicate in person, by e-mail and telephone and follow instruction effectively from a diverse group of attorneys, managers, business professionals, and vendors to provide information with ordinary courtesy and tact.
• Ability to self-direct and proactively seek out work during slow periods.
• A bility to answer and transfer calls and greet clients in a courteous and professional manner.
• Ability to travel locally by car, as needed, for firm business.

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

FBT Gibbons offers a competitive salary and a comprehensive benefits package.

• health care coverage (medical, dental, and vision)
• life insurance
• short- and long-term disability
• paid parental leave
• employee wellbeing and EAP programs
• paid time off
• 401(k) retirement plan with employer matching and profit-sharing.

Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.