Administrative Assistant / Receptionist

Position Summary

The Administrative Assistant / Receptionist serves as the first point of contact for clients, attorneys, lenders, real estate professionals, vendors, and other visitors to the firm. This position provides front-office and administrative support while helping ensure that client matters, real estate transactions, schedules, and day-to-day office operations run smoothly.

The ideal candidate is professional, organized, responsive, and comfortable working in a fast-paced environment where priorities may shift throughout the day. This individual should enjoy working with people, managing details, and supporting a small team where everyone pitches in.

Essential Responsibilities

Reception and Client Service

● Answer and direct incoming telephone calls in a professional and courteous manner.

● Greet clients, visitors, real estate professionals, lenders, and other guests.

● Monitor general email inquiries and route messages to the appropriate team member.

● Respond to routine client questions and provide appropriate information regarding appointments, closings, and required documentation.

● Maintain a welcoming, organized, and professional reception and client-facing environment.

Administrative Support

● Provide general administrative support to attorneys, paralegals, and other staff.

● Assist attorney's with day-to-day tasks and special projects as needed.

● Schedule appointments, client meetings, closings, and conference rooms.

● Maintain calendars and assist with coordinating schedule changes.

● Prepare, scan, copy, organize, and distribute correspondence and documents.

● Create and maintain electronic and paper files as needed.

● Assist with incoming and outgoing mail, overnight deliveries, and courier services.

● Order and maintain office supplies.

● Assist with document filing, recordkeeping, and general office organization.

● Take photographs and upload to social marketing person.

● Develop and maintain an office supply ordering/inventory system to ensure supplies are reordered and stocked as needed.

● Deposit checks twice weekly, generally Tuesday and Friday.

● Deposit IOLTA checks promptly/as soon as possible upon receipt, rather than waiting for the regular deposit days.

● Check each morning for outgoing FedEx packages and arrange a same-day pickup when needed.

● Assist with routine post-closing requests, including sending title policies and recorded mortgages to lenders.

● Ensure paper is stocked in all printers, including the check printer and main printer.

Conference Room Responsibilities

• Ensure pens and other necessary supplies are stocked in the conference room.
• Ensure the conference room is clean, organized, and presentable for clients and closings.

Real Estate Transaction Support

● Assist with opening new real estate files and entering client and transaction information into the firm’s systems.

● Collect and organize documents and information needed for purchase, sale, refinance, and other real estate transactions.

● Request or assist with obtaining deeds, tax information, payoff information, municipal information, title-related documents, and other transaction materials.

● Assist with communications among clients, lenders, brokers, attorneys, title professionals, and other parties involved in transactions.

● Help ensure files contain required information and documentation prior to scheduled closings.

● Update transaction information and status as requested by attorneys or paralegals.

● Assist with preparing closing rooms and materials for scheduled transactions.

● Provide additional administrative support associated with post-closing documentation and file completion.

Qualifications

● High school diploma or equivalent required; additional administrative, legal, or business education preferred.

● Previous administrative, receptionist, legal office, real estate, title, mortgage, or professional services experience preferred.

● Strong customer service and interpersonal skills.

● Excellent verbal and written communication skills.

● Strong organizational skills and attention to detail.

● Ability to manage multiple priorities and deadlines.

● Ability to maintain professionalism when working with clients and handling confidential or sensitive information.

● Comfortable working independently while also supporting a collaborative team.

● Strong computer skills, including Microsoft Office and/or Google Workspace.

● Ability to learn legal practice management, closing, title, document management, and other office software.

Preferred Experience

● Residential or commercial real estate transactions

● Real estate closings

● Law firm administration

● Title or settlement services

● Mortgage or lending

● Real estate brokerage

● File or document management system

• Closing or title software such as Qualia

Pay: $22.00 - $25.00 per hour

Expected hours: 40.0 per week

Work Location: In person