Front Desk Officer/Receptionist job at A Private Company

Position Summary:

The Front Desk Officer/Receptionist serves as the first point of contact for the firm and is responsible for creating a professional, efficient, and welcoming environment for clients, counsel, and visitors. Operating within a high-pressure legal environment, this role demands exceptional organizational skills, strict confidentiality, and the ability to manage a high volume of client traffic. The Receptionist acts as the central hub of office communication, ensuring seamless coordination between the front desk, legal teams, and support staff to maintain the firm’s reputation for excellence.

Duties and Responsibilities:

• First point of contact to all clients and Front Desk Management. Respond to incoming reception inquiries in a positive and professional manner. Redirects calls to necessary parties as required.
• Prepare and update briefs and other court documents, correspondence and administrative materials.
• Keep cases organized by establishing and maintaining files. Schedule, monitor and maintain calendars and meeting deadlines, documents and follows up on actions required.
• Co-ordinate client meetings both physically and virtually.
• Manage new business intake, conduct conflict check and manage new file opening process.
• Organize and accurately maintain correspondence.
• Review files and transfer inactive materials to storage according to Firm guidelines.
• Provide administrative support which includes (but not limited to) binding, photocopying, scanning, faxing, filing and other duties as needed.
• Manage office services duties, order supplies, monitor mail and couriers, replenish stock and maintain common office areas regularly.
• Regularly check on Firm’s social media pages and website to ensure new content is uploaded and updated.
• Assist with special projects and other duties as required.

Qualifications:

• 1+ years’ experience working within a similar role. Law firm exposure is required.
• Knowledge of business and legal terminology.
• Strong interpersonal and communication skills (both verbal and written)
• Excellent organizational and proof-reading skills with the ability to manage multiple priorities with ease.
• Excellent technical proficiency in Computer applications (Word, Outlook, Dropbox, Calendar) and Artificial Intelligence tools.
• Strong attention to detail and accuracy.
• Ability to produce a high quality and quantity of work, occasionally under tight timelines.
• Ability to communicate in a professional manner and provide exceptional client service.
• Possesses excellent problem-solving skills.
• Proven track record of working with confidential information and maintain a high degree of confidentiality.
• Ability to work in a fast-paced, team-oriented legal environment.

• First point of contact to all clients and Front Desk Management. Respond to incoming reception inquiries in a positive and professional manner. Redirects calls to necessary parties as required.
• Prepare and update briefs and other court documents, correspondence and administrative materials.
• Keep cases organized by establishing and maintaining files. Schedule, monitor and maintain calendars and meeting deadlines, documents and follows up on actions required.
• Co-ordinate client meetings both physically and virtually.
• Manage new business intake, conduct conflict check and manage new file opening process.
• Organize and accurately maintain correspondence.
• Review files and transfer inactive materials to storage according to Firm guidelines.
• Provide administrative support which includes (but not limited to) binding, photocopying, scanning, faxing, filing and other duties as needed.
• Manage office services duties, order supplies, monitor mail and couriers, replenish stock and maintain common office areas regularly.
• Regularly check on Firm’s social media pages and website to ensure new content is uploaded and updated.
• Assist with special projects and other duties as required.

• Strong interpersonal and communication skills (both verbal and written)
• Excellent organizational and proof-reading skills with the ability to manage multiple priorities with ease.
• Excellent technical proficiency in Computer applications (Word, Outlook, Dropbox, Calendar) and Artificial Intelligence tools.
• Strong attention to detail and accuracy.
• Ability to produce a high quality and quantity of work, occasionally under tight timelines.
• Ability to communicate in a professional manner and provide exceptional client service.
• Excellent problem-solving skills.
• Proven track record of working with confidential information and maintain a high degree of confidentiality.
• Ability to work in a fast-paced, team-oriented legal environment.

• 1+ years’ experience working within a similar role. Law firm exposure is required.
• Knowledge of business and legal terminology.