Front Desk Clerk

About Us:

Thompson McMullan, P.C. focuses on serving clients' needs across Fortune 500 companies, closely held businesses, state and local government, non-profits, and individuals. Business clients include banking, insurance, health care, hospitality, finance, and manufacturing and our local-government clients include law enforcement and other government officials. We are a firm committed to excellence in serving our clients in the following practice areas: business transactions, corporate and real estate; employment counseling and litigation; civil litigation; bankruptcy; administrative law; elder law and estate planning; energy and telecommunications; and intellectual property and data privacy. Our core values focus on dignity, community, honor, civility, teamwork, and passion expressed in a balanced life.

Overview:

The Front Desk Clerk/Receptionist is responsible for performing front desk duties, often serving as the first point of contact for clients and guests, maintaining a well-organized central filing system to ensure all records remain accurate and up to date, and providing administrative and clerical support across the firm as assigned. This is a vital role in creating a welcoming, collaborative, and friendly environment for the firm.

Primary Responsibilities:

Perform front desk duties in coordination with the Administrative Coordinator.

Front Desk Duties include, but are not limited to, the following:

· Receive clients and visitors by greeting, welcoming, directing, and announcing appropriately; validate parking.

· Answer, screen, and route incoming calls in a courteous, timely, accurate, and professional manner.

· Prepare and distribute the firm's daily schedule and communicate any changes.

· Schedule use of conference rooms and web meetings. Ensure meeting spaces are ready before meetings.

· Prepare, sort, and distribute mail, deliveries, and ticklers.

· Follow established guidelines and procedures for receiving, documenting, organizing, and mailing client documents (i.e. parcel deliveries, courier services, etc.).

· Report and follow-up on technology and office maintenance issues with vendors, property management and firm management.

· Open and close the office daily and ensure the reception, kitchens, conference rooms and common areas are tidy and presentable.

· Follow established procedures for processing accounts payable and preparing checks for signature.

· Accept and process client payments made in person and by phone.

· Monitor inventory, order and organize supplies; coordinate with supply vendors.

· Track and organize client and firm expenses paid by credit card and assist in the monthly reconciliation.

· Process new client matters, and complete conflict checks in coordination with the Billing Coordinator.

· Other duties as assigned.

Records/Clerk Duties include, but are not limited to, the following:

· Process records for storage to include scanning, electronically filing and paper filing.

· Retrieving records as requested through vendor website or on-site.

· Maintain accurate file-indexing.

· Dispose of files as required by destruction policy guidelines.

· Provide administrative and clerical assistance to staff and attorneys when needed.

Job Qualifications:

· 2-5 years of related work experience in a professional services firm.

· Outstanding interpersonal, verbal, and communication skills.

· Ability to prioritize, multi-task, and meet tight deadlines in a fast-paced environment.

· Demonstrate a positive representation of the firm's commitment to client services and a desire to be an essential part of a busy law practice as a team player.

· Team-oriented with a service mindset; demonstrates discretion and professionalism.

· Strong organizational and time-management skills with excellent attention to detail

· Flexibility to adapt to changing priorities and business needs.

· Positive attitude, strong work ethic, and ability to handle confidential information with discretion.

· Proficiency in Microsoft Office Suite.

· Ability to lift and carry up to 40 pounds, as required.

This is a full-time, non-exempt, and in-office position. Work hours are 8:00 AM – 4:00 PM Monday -Friday with a 30-minute lunch break. When Administrative Coordinator is out of the office, schedule may shift to 9:00 AM – 5:00 PM Monday – Friday.

Thompson McMullan, P.C. provides equal employment and advancement opportunities to all colleagues and applicants for employment without regard to race, color, ethnicity, religion, gender, pregnancy/childbirth, age, national origin, sexual orientation, gender identity or expression, disability or perceived disability, genetic information, citizenship, veteran or military status, marital or domestic partner status, or any other category protected by federal, state and/or local laws.

Job Type: Full-time

Pay: From $35,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• AD&D insurance
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible schedule
• Flexible spending