Receptionist/Administrative Assistant

Profile

Join a highly dedicated and valued administrative team in the Baltimore, Maryland, office of the country’s oldest and largest environmental law firm.

The Receptionist/Administrative Assistant works within a collegial and team-oriented office environment to deliver impeccable and sophisticated professional services to internal and external clients. This position is responsible for managing the reception desk, conference room, and video conference scheduling; providing backup and support to the legal administrative team and attorneys; building liaison; day-to-day functions of the office; and providing administrative support to the Regional Office Administration Director (ROAD).

Primary Duties - Receptionist

Direct telephone calls on the general office phone number to appropriate attorneys and staff; provide messages to the appropriate individuals.

Greet clients and visitors in the reception area and deliver exceptional customer service assistance.

Ensure building-specific access processes and policies are enforced.

Coordinate meetings, appointments, and conferences. Schedule conference rooms, arrange meal service, and prepare necessary materials. Set up and clean-up after meetings.

Maintain a neat and clean lobby and reception area.

Maintain Baltimore office telephone list.

Maintain a reminder system to follow up on requests made by attorneys and clients.

Open and distribute incoming mail and process outgoing mail/overnight deliveries or messenger services.

Perform client filing, chronological correspondence, and pleading indexing.

Prepare and maintain physical client files according to Firm procedures.

Primary Duties – Administrative Assistant

Familiarity with the following duties to provide backup to the Legal Administrative team and proactively support fellow team members and their attorneys: entering/finalizing attorneys’ time into the Firm’s accounting system (Intapp);

reviewing, editing, and correcting client bills in draft form as generated by the billing system;

reconciling monthly Visa bills;

processing expense reports and obtaining Firm checks or petty cash as required;

making travel arrangements;

maintaining attorney contacts in the InterAction system;

preparing correspondence for attorney review;

ensuring documents are saved to the appropriate workspace on the Firm’s document management system (DMS);

maintaining office calendar;

maintaining a reminder system and following up on requests made by attorneys, paralegals, and clients;

making photocopies, transmitting faxes, and sending emails as requested;

creating and converting documents to and from PDF and Word formats (reviewing results for accuracy and completeness);

coordinating with office services or outside vendors for large print/copy/binding jobs;

formatting documents using prescribed Firm formats from basic Word documents, handwritten materials, or other formats;

assisting with PowerPoint presentations, including basic graphic enhancements (e.g., SmartArt, graphs/charts, inserting images from Firm pre-licensed image library);

proofreading documents (both draft and final) to ensure accuracy of copy, grammar, punctuation, and syntax, as well as conformance to Firm formats;

organizing final documents and coordinating preparation of bound volumes or PDF files with indices, ensuring all documents are properly executed; and

verifying tasks are completed, checking for accuracy, and ensuring that the appropriate metadata cleansing has been applied.

Serving as the liaison to building maintenance on general facilities-related issues.

Assisting in planning, coordinating, and facilitating Firm meetings and social events.

Maintaining inventory and reordering supplies for office and breakroom.

Stocking common areas with appropriate supplies.

Assisting attorneys in varying research and data collection projects.

Assist ROAD with planning, preparing, and executing office events, parties, and celebrations.

Other duties as assigned.

Skills and Abilities

Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Chrome, Adobe Acrobat Professional (or equivalent), and other programs needed to accomplish job objectives.

Excellent verbal communication skills.

Professional interpersonal skills; ability to interact effectively with people at all levels.

Strong spelling and grammar skills.

Basic knowledge of email applications in order to communicate as needed with staff and members of the Firm.

An orientation to client service and the ability to work in a team environment.

Ability to work in a collaborative environment and to work harmoniously and effectively with others as part of a team.

Ownership and commitment to the job and all assigned tasks.

Exercise confidentiality and discretion.

Availability to work overtime (morning, evening, or weekends) as requested.

Ability to lift up to 30 pounds (full banker box weight).

The intent of this job description is to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular person. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

For more information or to apply, please email Tonya Harris

, Human Resources Director.

Company info

Beveridge & Diamond PC
Website : http://www.bdlaw.com