Altitude Community Law P.C.
Receptionist Administrative Assistant
Altitude Community Law P.C., Lakewood, Colorado, United States
Job Title: Receptionist FLSA: Non-Exempt Reports to: Chief Operating Officer Summary: Responsible for supporting all tasks related to, but not limited to, front desk receptionist, phone functions, and daily operations of the Firm. Responsibilities: • Answers, screens, routes, and announces phone calls to appropriate attorneys and staff. • Maintains general voicemail and routes to appropriate handling timely. • Meets/greets clients and guests to the office, ensures proper clearance and routing of parties in accordance with Firm policies; notifies Chief Operating Officer of difficult situations. This includes, but is not limited to, providing in-house coverage when clients or other guests are using the Firm's conference rooms after normal business hours. • Maintains an adequate inventory and orders all office supplies, including café and lounge. • Checks supply deliveries, verifies invoice accuracy, and stores appropriately for Firm-wide use. • Maintains common areas including reception, copy rooms, café, lounge, classroom, conference rooms, cleaning/maintaining refrigerators and coffee machines. • Establishes a working relationship with vendors and directs the same when on-site. • Receives, sorts, and distributes mail/packages for timely handling, opening, logging, and routing as appropriate. This may include, but is not limited to, researching/identifying homeowner payments for multiple departments. • Monitors incoming fax mailbox and forwards to the appropriate party timely. • Posts outgoing mail and delivers outgoing mail and packages daily. • Post café monitor message daily for consistent delivery of messages firm-wide, and update Intranet weekly for sustained employee communication. • Provides light IT support Firm-wide, including but not limited to updating and maintaining information on the Firm’s Intranet platform. • At the direction of the Chief Operating Officer, coordinates Shareholder, Attorney, Staff, and Firm-Wide meetings to include meeting room reservations, meal orders, prepares presentation materials, agenda, and A/V as necessary. Assists in planning and coordinating employee, Firm-wide, or other special events and projects. • Coordinates logistics of onboarding new employees, organizes training materials for new hires, and participates, as needed, in orientation of new employees, including attorneys. • Assists with month-end billing mailings and other large mailings. • Assists attorneys/support staff with electronic and physical filing, mailing, scanning, copying, etc. • Acts as back-up to Accounting Assistant and Business Development/Education Coordinator when out or otherwise unavailable. • Assists with the Firm’s accounting functions, including but not limited to cash receipts, accounts receivable functions, and fixed asset control as requested. • Updates library materials and maintains inventory of reference materials, and orders the same. • Oversees and monitors CLE requirements and deadlines for all attorneys, including registration, calendaring, logistics, and travel arrangements as necessary. Keeps the Chief Operating Officer apprised of status and potential CLE expenses requiring approval. • Assists the Administrative Team with Firm-Wide initiatives as requested, including coordination with the IT Manager, Accounting Team, Business Development Coordinator, and Chief Operating Officer. • Consistent, on-time, and in-person attendance is required. Qualifications:
Skills:
• Thorough knowledge of office procedures. • Three years of experience answering multiline phones, preferably in the legal industry. • Strong computer skills, including MS Office, TABS, and PracticeMaster, preferred. • Ability to organize/prioritize numerous tasks and complete them under time constraints. • Interpersonal skills are necessary in order to communicate with a diverse group of clients, attorneys, and staff to provide information with extraordinary courtesy and tact. • English Proficiency – speaking, reading, and writing.
ADA:
• Must be able to remain in a stationary position for long periods of time. • Must be able to focus on a computer screen for multiple hours at a time. • Must be able to lift in excess of ten pounds. • Must be able to speak and hear clearly. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Compensation: $30,000 - $50,000 yearly
• Answers, screens, routes, and announces phone calls to appropriate attorneys and staff. • Maintains general voicemail and routes to appropriate handling timely. • Meets/greets clients and guests to the office, ensures proper clearance and routing of parties in accordance with Firm policies; notifies Chief Operating Officer of difficult situations. This includes, but is not limited to, providing in-house coverage when clients or other guests are using the Firm's conference rooms after normal business hours. • Maintains an adequate inventory and orders all office supplies, including café and lounge. • Checks supply deliveries, verifies invoice accuracy, and stores appropriately for Firm-wide use. • Maintains common areas including reception, copy rooms, café, lounge, classroom, conference rooms, cleaning/maintaining refrigerators and coffee machines. • Establishes a working relationship with vendors and directs the same when on-site. • Receives, sorts, and distributes mail/packages for timely handling, opening, logging, and routing as appropriate. This may include, but is not limited to, researching/identifying homeowner payments for multiple departments. • Monitors incoming fax mailbox and forwards to the appropriate party timely. • Posts outgoing mail and delivers outgoing mail and packages daily. • Post café monitor message daily for consistent delivery of messages firm-wide, and update Intranet weekly for sustained employee communication. • Provides light IT support Firm-wide, including but not limited to updating and maintaining information on the Firm’s Intranet platform. • At the direction of the Chief Operating Officer, coordinates Shareholder, Attorney, Staff, and Firm-Wide meetings to include meeting room reservations, meal orders, prepares presentation materials, agenda, and A/V as necessary. Assists in planning and coordinating employee, Firm-wide, or other special events and projects. • Coordinates logistics of onboarding new employees, organizes training materials for new hires, and participates, as needed, in orientation of new employees, including attorneys. • Assists with month-end billing mailings and other large mailings. • Assists attorneys/support staff with electronic and physical filing, mailing, scanning, copying, etc. • Acts as back-up to Accounting Assistant and Business Development/Education Coordinator when out or otherwise unavailable. • Assists with the Firm’s accounting functions, including but not limited to cash receipts, accounts receivable functions, and fixed asset control as requested. • Updates library materials and maintains inventory of reference materials, and orders the same. • Oversees and monitors CLE requirements and deadlines for all attorneys, including registration, calendaring, logistics, and travel arrangements as necessary. Keeps the Chief Operating Officer apprised of status and potential CLE expenses requiring approval. • Assists the Administrative Team with Firm-Wide initiatives as requested, including coordination with the IT Manager, Accounting Team, Business Development Coordinator, and Chief Operating Officer. • Consistent, on-time, and in-person attendance is required.
Compensation: $30,000-$50,000 per year
Skills:
• Thorough knowledge of office procedures. • Three years of experience answering multiline phones, preferably in the legal industry. • Strong computer skills, including MS Office, TABS, and PracticeMaster, preferred. • Ability to organize/prioritize numerous tasks and complete them under time constraints. • Interpersonal skills are necessary in order to communicate with a diverse group of clients, attorneys, and staff to provide information with extraordinary courtesy and tact. • English Proficiency – speaking, reading, and writing.
ADA:
• Must be able to remain in a stationary position for long periods of time. • Must be able to focus on a computer screen for multiple hours at a time. • Must be able to lift in excess of ten pounds. • Must be able to speak and hear clearly. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Compensation: $30,000 - $50,000 yearly
• Answers, screens, routes, and announces phone calls to appropriate attorneys and staff. • Maintains general voicemail and routes to appropriate handling timely. • Meets/greets clients and guests to the office, ensures proper clearance and routing of parties in accordance with Firm policies; notifies Chief Operating Officer of difficult situations. This includes, but is not limited to, providing in-house coverage when clients or other guests are using the Firm's conference rooms after normal business hours. • Maintains an adequate inventory and orders all office supplies, including café and lounge. • Checks supply deliveries, verifies invoice accuracy, and stores appropriately for Firm-wide use. • Maintains common areas including reception, copy rooms, café, lounge, classroom, conference rooms, cleaning/maintaining refrigerators and coffee machines. • Establishes a working relationship with vendors and directs the same when on-site. • Receives, sorts, and distributes mail/packages for timely handling, opening, logging, and routing as appropriate. This may include, but is not limited to, researching/identifying homeowner payments for multiple departments. • Monitors incoming fax mailbox and forwards to the appropriate party timely. • Posts outgoing mail and delivers outgoing mail and packages daily. • Post café monitor message daily for consistent delivery of messages firm-wide, and update Intranet weekly for sustained employee communication. • Provides light IT support Firm-wide, including but not limited to updating and maintaining information on the Firm’s Intranet platform. • At the direction of the Chief Operating Officer, coordinates Shareholder, Attorney, Staff, and Firm-Wide meetings to include meeting room reservations, meal orders, prepares presentation materials, agenda, and A/V as necessary. Assists in planning and coordinating employee, Firm-wide, or other special events and projects. • Coordinates logistics of onboarding new employees, organizes training materials for new hires, and participates, as needed, in orientation of new employees, including attorneys. • Assists with month-end billing mailings and other large mailings. • Assists attorneys/support staff with electronic and physical filing, mailing, scanning, copying, etc. • Acts as back-up to Accounting Assistant and Business Development/Education Coordinator when out or otherwise unavailable. • Assists with the Firm’s accounting functions, including but not limited to cash receipts, accounts receivable functions, and fixed asset control as requested. • Updates library materials and maintains inventory of reference materials, and orders the same. • Oversees and monitors CLE requirements and deadlines for all attorneys, including registration, calendaring, logistics, and travel arrangements as necessary. Keeps the Chief Operating Officer apprised of status and potential CLE expenses requiring approval. • Assists the Administrative Team with Firm-Wide initiatives as requested, including coordination with the IT Manager, Accounting Team, Business Development Coordinator, and Chief Operating Officer. • Consistent, on-time, and in-person attendance is required.
Compensation: $30,000-$50,000 per year