Senior Legal Receptionist & Switchboard

Ricoh Americas Holdings; Los Angeles (CA); On-site; USD 30,000 - 32,000; Full time

Job summary

Ricoh Americas Holdings in Los Angeles is seeking a Senior Legal Receptionist and Switchboard to deliver exceptional front-desk service in a legal office environment. You will welcome visitors, route calls with professional etiquette, and perform light administrative tasks.

This role requires handling calendars, meeting room setups, basic document preparation, and maintaining secure visitor procedures while upholding firm culture and client service standards.

Qualifications

• High school diploma required.
• Three (3) years of related business experience preferred, strong preference for Admin and switchboard experience particularly in a law firm/legal environment.
• Associate Degree or Bachelor's degree preferred.

Responsibilities

• Meets and greets all visitors and employees to the firm, providing them a professional welcome, going above and beyond in their service approach
• Schedules meeting rooms, insuring that each conference room has the necessary supplies, beverages, video conferencing etc. prior to the clients meeting times
• Answers all incoming telephone calls made to the firm, by following firm/Ricoh phone etiquette expectations and ensuring communication at a professional level
• Engages in company and community service events or firm initiatives, philanthropies
• Performs light clerical/admin asst duties
• Performs a broad range of clerical duties that require knowledge of legal procedures and terminology as required.
• Prepares documents, maintains files and calendars, schedules appointments and meetings as required.
• Prepares legal documents and correspondence from draft or dictated text as required.
• Manages calendars and assists in meeting deadlines as required
• Provides light housekeeping duties, maintaining an organized work space
• Provides "value added" services as approved by Site Manager/Supervisor
• Builds professional relationships with clients as well as employees within the firm
• Educates themselves on the firm culture, the key people, the roles of those key people and assimilates themselves into the culture
• Understands firm culture and expectations in regards to greeting clients and other visitors to the firm
• Maintain proper visitor and guest security procedures as laid out by Ricoh and the firm
• Monitors whereabouts of attorney's and staff in order to appropriately handle telephone calls, visitors and/or questions
• Serve as firm concierge in regards to guests, clients and staff, familiarizing themselves with the area, restaurants, coffee houses etc.
• Maintain professional appearance and cleanliness of firm lobby
• Orders supplies when necessary, organize supply room, supply closets etc.
• Performs light hospitality when necessary, coffee, water, order food, drinks
• May be responsible for assisting with issuing and keeping track of customer property (ID badges, cellular phones, phone/address book, Company directory, etc)
• Performs other duties as assigned

Skills

Customer service

Communication

Multitasking

Professionalism

Education

High school diploma

Associate or Bachelor's preferred

Tools

MS Office (Word, Excel)

Job description

$22.00 - $23.00 per hour

Senior Legal Receptionist & Switchboard

POSITION PROFILE

Provides exceptional service within a Legal office/environment by greeting/assisting all visitors and answering and handling incoming calls for the customer/business. Also performs administrative duties as necessary. Maintains utmost professionalism and willingness to assist the Legal customers to include but not limited to law partners, paralegals and legal administrative assistants with value added services.

Job Duties and Responsibilities

• Meets and greets all visitors and employees to the firm, providing them a professional welcome, going above and beyond in their service approach
• Schedules meeting rooms, insuring that each conference room has the necessary supplies, beverages, video conferencing etc. prior to the clients meeting times
• Answers all incoming telephone calls made to the firm, by following firm/Ricoh phone etiquette expectations and ensuring communication at a professional level.
• Engages in company and community service events or firm initiatives, philanthropies
• Performs light clerical/admin asst duties
• Performs a broad range of clerical duties that require knowledge of legal procedures and terminology as required.
• Prepares documents, maintains files and calendars, schedules appointments and meetings as required.
• Prepares legal documents and correspondence from draft or dictated text as required.
• Manages calendars and assists in meeting deadlines as required
• Provides light housekeeping duties, maintaining an organized work space
• Provides "value added" services as approved by Site Manager/Supervisor
• Builds professional relationships with clients as well as employees within the firm
• Educates themselves on the firm culture, the key people, the roles of those key people and assimilates themselves into the culture
• Understands firm culture and expectations in regards to greeting clients and other visitors to the firm
• Maintain proper visitor and guest security procedures as laid out by Ricoh and the firm
• Monitors whereabouts of attorney's and staff in order to appropriately handle telephone calls, visitors and/or questions
• Serve as firm concierge in regards to guests, clients and staff, familiarizing themselves with the area, restaurants, coffee houses etc.
• Maintain professional appearance and cleanliness of firm lobby
• Orders supplies when necessary, organize supply room, supply closets etc.
• Performs light hospitality when necessary, coffee, water, order food, drinks
• May be responsible for assisting with issuing and keeping track of customer property (ID badges, cellular phones, phone/address book, Company directory, etc)
• Performs other duties as assigned

QUALIFICATIONS (Education, Experience, and Certifications)

Typically Required:

• High school diploma required
• Three (3) years of related business experience preferred, strong preference for Admin and switchboard experience particularly in a law firm/legal environment
• Associate Degree or Bachelor's degree preferred

KNOWLEDGE, Skills And Abilities

• MS Office Suite experience, specifically Word and Excel.
• Excellent customer service skills and detail oriented.
• Ability to handle multiple tasks simultaneously.
• Demonstrated organizational and communications skills
• Professional competency
• Ability to work with Technical equipment

Working Conditions, MENTAL aND PHYSICAL DEMANDS

• Typically, an office environment with adequate lighting and ventilation, and a normal range of
• temperature and noise level
• Work assignments are diversified. Interpret, comprehend and apply complex material, data and instruction · prepare, provide and convey diversified information
• Some physical effort required. Work is mostly sedentary but does require walking, standing, bending, reaching, lifting or carrying objects that weigh up to 50 lbs. (e.g., papers, books, files and small parts, etc.).
• Moderate dexterity · regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.