Office Coordinator - Vogel Law

SUMMARY:  Performs all functions related to receiving calls, clients, vendors, and deliveries and directs them to appropriate individual(s) within the firm according to established policies and procedures. Maintains contact with attorneys, staff and clients and observes confidentiality of client and firm matters.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Answers incoming telephone calls, determines purpose of callers and forwards call to appropriate person or department. 

• Operates a multi-line telephone console to relay incoming, outgoing and intra-system calls.

• Meets and greets clients and visitors to the law office and ensures proper clearance and routing of such parties in accordance with firm policies; notifies supervisor of difficult situations.

• Receives deliveries to the firm and/or individuals in the firm and routes them accordingly to the proper recipient. 

• Serves as office contact for printers, coordinating services call and procuring supplies. 

• Receive payment from clients and forward them to accounting. 

• Maintains record of outgoing deliveries.

• Maintains tidiness of lobby, and reception area.

• Open and sort morning and afternoon mail.

• Order lunches for monthly meetings, depositions, mediations, or client meetings as requested.

• Complete various projects for accounting, attorneys, and staff.

• Ability to follow policies and procedures, maintain regular attendance, complete administrative tasks correctly and on time.

• Other duties as assigned.

QUALIFICATIONS AND SKILLS:

• Ability to read and write at a level normally acquired through the completion of high school to process informational messages.

• Ability to convert memos, letters, and forms from rough draft to final, typed-quality documents at a level normally acquired through completion of one to three months course work in touch typing.

• Interpersonal skills necessary to communicate by telephone and in person with visitors, attorneys, and staff to provide information with ordinary courtesy and tact.

• Work occasionally requires a high level of mental effort and strain when answering a high volume of telephone calls and performing essential duties.

EDUCATION/EXPERIENCE:  High School/GED – prefer 2-year associate degree Legal Administrative Assistant. Minimum of one year’s experience in an office setting preferred.

PHYSICAL REQUIREMENTS:

• Normal office environment.

• Ability to retrieve and distribute print volumes, push and pull packages, and books weighing up to 20 pounds and ability to retrieve and replace objects from shelves of up to 8 feet high.

• Work occasionally requires more than 40 hours per week to perform the essential duties of the position; may require irregular hours. 

• Specific vision abilities required by this job include close vision. Regularly required to sit for lengths of time; use of hands and fingers to type, handle or feel must have the ability to talk or hear.  The employee is frequently required to stand; walk and reach with hands and arms.  The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl when retrieving files.