Office Services Assistant

Baker Donelson; New Orleans (LA); On-site; USD 32,000 - 42,000; Full time

Job summary

Baker, Donelson, Bearman, Caldwell, and Berkowitz, PC seeks an Office Services Assistant in its New Orleans, LA office. The ideal candidate will be highly professional with strong communication and organizational skills, proficient in MS Outlook and basic typing abilities.

The role involves managing the switchboard, greeting visitors, maintaining the lobby, handling mail and deliveries, scheduling rooms, and supporting file organization and document management. Experience in a law firm is a plus.

Qualifications

• Prior office administrative experience preferred.
• Proficiency in Microsoft Office Suite, especially Word and Excel.
• Strong communication and organizational skills.

Responsibilities

• Manage incoming calls through a multiline switchboard, including routing calls.
• Greet clients, guests, and visitors in a professional manner.
• Maintain the lobby and reception area appearance and organization.
• Receive, log, and distribute mail, packages, and deliveries.
• Schedule conference rooms and coordinate technology, catering, and room setup requirements.
• Assist with organization and maintenance of client and litigation files, both physical and electronic.
• Create hyperlinks and organize case-related documents.
• Open and close client files per firm procedures.
• Provide administrative support by typing memoranda, correspondence, and other documents.
• Save and maintain documents within the document management system.
• Perform general clerical and administrative duties.
• Support special projects and other assignments as requested.

Job description

POSITION: Office Services Assistant

FLSA STATUS: Non-Exempt

DEPARTMENT: Firmwide Support

SUPERVISOR: Office Administrator

SUMMARY: Baker, Donelson, Bearman, Caldwell, and Berkowitz, PC has an opening for an Office Services Assistant in its New Orleans, LA office. The ideal candidate will be extremely professional, possess exceptional communication and organizational skills, computer skills, and have a proficiency in MS Outlook and basic typing skills.

Essential Duties And Responsibilities

• Manage incoming calls through a multiline switchboard, including placing, receiving, and routing calls.


• Greet clients, guests, and visitors in a professional manner.


• Maintain the appearance and organization of the lobby and reception area.


• Receive, log, and distribute mail, packages, and deliveries.


• Schedule conference rooms and coordinate technology, catering, and room setup requirements.


• Assist with the organization and maintenance of client and litigation files, both physical and electronic.


• Create hyperlinks and organize case-related documents.


• Open and close client files in accordance with firm procedures.


• Provide administrative support by typing memoranda, correspondence, and other documents as needed.


• Save and maintain documents within the document management system.


• Perform general clerical and administrative duties.


• Support special projects and other assignments as requested.

Knowledge, Skills, And Abilities Required

• Prior office administrative experience required; law firm experience preferred but not required.


• Strong ability to organize, prioritize, and manage multiple tasks while meeting deadlines.


• Proficiency in Microsoft Office Suite, particularly Word and Excel.


• Ability to communicate effectively and follow instructions from attorneys, secretaries, and paralegals.


• Capable of working efficiently in a fast-paced, high-demand environment.


• Willingness to learn new responsibilities and procedures.


• Adaptable and able to respond positively to changing priorities and needs.

WORKING CONDITIONS

Normal office environment with little exposure to excessive noise, dust, extreme temperatures and the like.

Additional Info

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.

All employees are required to comply with BDBCB's information privacy and security requirements including its acceptable use policy. Such requirements are dictated by laws and regulations, by professional standards and by the marketplace and are directly applicable to BDBCB as well as to BDBCB through its clients.