Receptionist/legal Administrative Assistant

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Receptionist/Legal Administrative Assistant
The candidate will be responsible to operates the telephone console by professionally answering incoming calls. Directs callers to appropriate persons and/or taking messages. Maintains reception and conference room facilities. Greets and directs visitors in a friendly, professional manner. Coordinates and schedules conference room availability. Ensures conference room is fully equipped and setup for meetings, maintained for use, stocked with necessary supplies and the necessary actions are taken following meetings for additional use. Assists clients, guests, and employees with conference room audio/visual and video equipment. Submits work orders to property manager for building maintenance issues, HVAC issues, lighting, etc. Distributes incoming faxes using electronic faxing software. Assist with other related clerical duties such as mailing, shipping FedEx, photocopying, faxing, filing and scanning as needed. Organizes, correlates, types and/or edits legal documents and correspondence from handwritten, typed drafts or electronic documents. Generates, organizes and maintains extensive sets of files, transcripts and reports. Scan documents and send/receive via email for attorneys. Keeps record of attorney’s time and expenses and submits to Accounting Department in a timely fashion; recapping expense memoranda and other miscellaneous accounting projects as assigned. Maintains calendars by scheduling appointments for conferences and meetings. Arranges business itineraries by coordinating travel reservations. Reads and routes incoming and internal mail; assembles large mailings. Proofreads documents for changes to be made before the final copy is produced. Ability to work under pressure of deadlines. Ability to handle the workload for multiple attorneys.

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