Office Assistant/Receptionist
On-siteIndianapolis, Indiana, United States
Job Summary
Answer and route all incoming calls, greet clients and vendors, and direct visitors to conference rooms while maintaining reception area cleanliness. Manage conference room schedules, coordinate logistics for meetings and events, and handle food orders with setup and payment. Track and reconcile parking validations, monitor inventory, and assist the Office Manager with maintenance requests. Provide administrative support to attorneys and professionals on a backup basis, including copying, scanning, travel arrangements, and expense reimbursements. Observe confidentiality in all client and firm matters. This role requires occasional irregular hours exceeding 40 weekly, proficiency with Microsoft Office, and the ability to lift up to 40 pounds.
Required Qualifications
- High school diploma or equivalent
- Minimum of 1 year of customer service experience
- Proficiency with Microsoft Office applications, including Word, Excel, and Outlook
- Ability to operate standard office equipment such as multi-functional devices, copiers, printers, and scanners
- Strong organizational skills with the ability to prioritize tasks and meet deadlines
- Ability to manage multiple tasks and shift priorities in a fast-paced environment
- Ability to handle confidential information with discretion
- Strong interpersonal and communication skills, with the ability to interact effectively in person, by email, and by telephone
- Ability to answer and transfer calls and greet clients in a courteous and professional manner
- Ability to perform clerical tasks requiring sustained attention to detail and accuracy in a high-volume environment
- Ability to retrieve and distribute files weighing up to 40 pounds
- Ability to retrieve and replace objects from shelves up to 8 feet high
- Ability to work occasional irregular hours and more than 40 hours per week, as needed to meet business requirements
- Applicant must be authorized to work in the United States without current or future employer sponsorship
Desired Qualifications
- Previous law firm experience
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