Legal Receptionist/Office Assistant - Ultimate Staffing Services

Job Title: Legal Receptionist/Office Assistant

SUMMARY:

Welcomes clients, visitors, staff, and attorneys, handling incoming calls and routing them efficiently. Manages the reception, kitchen, and conference room areas, interacting with everyone professionally. Performs a variety of administrative tasks as needed.

Salary: $45,000

KEY RESPONSIBILITIES:

Upon Arrival:

• Turn on office lights, log into computer, and clock in.
• Start reception area music (Pandora - New Age Instrumental).
• Check conference room schedules and retrieve voicemail.
• Notify Executive Director of staff lateness or absences.
• Ensure all conference rooms are tidy, set up, and ready for meetings.
• Prepare the kitchen (empty dishwasher, stock supplies, clean counters).
• Turn on lights in the copy room and copiers.

Throughout the Day:

• Gather and organize mail, faxes, and packages; inform recipients via email.
• Coordinate front desk coverage during breaks with the Administrative Assistant.
• Greet visitors, offer drinks, and escort clients to meetings.
• Order supplies, birthday and anniversary cards, and arrange lunch orders.
• Set up and clean up for meetings and conferences.
• Maintain databases (e.g., Perfectlaw, Constant Contact).
• Report maintenance issues and assist with file closures.
• Handle miscellaneous administrative tasks as assigned.

Before Departure:

• Clean and organize conference rooms, kitchen, and common areas.
• Ensure all packages have been delivered and mail is collected for pickup.
• Turn off lights and close all computer programs, then clock out.
• Lock up the office and confirm front door security.

SKILLS REQUIRED:

• Proficient in Microsoft Office (Word, Excel, Outlook).
• Previous office experience in a professional setting.
• Strong grammar, writing, and typing skills (50 wpm).
• Ability to learn new software, including case management tools.
• Excellent organizational and multitasking abilities in a fast-paced environment.
• Strong communication skills and a commitment to confidentiality and ethical standards.
• Flexibility for occasional overtime with prior approval.
• Ability to work in an office environment with extended sitting and light lifting.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.