Receptionist/Administrative Assistant

Position Overview

We are seeking a professional, highly organized, and proactive Receptionist /Adminstrative Assistant to join our team. This position plays an important role in both the client experience and the day-to-day workflow of the firm.

The ideal candidate is someone who is proactive rather than reactive, enjoys staying one step ahead, and takes ownership of making sure clients and team members have what they need. This role will serve as a primary point of contact for clients while also providing dedicated administrative and workflow support.

Strong computer skills and technology proficiency are essential for this position. The ideal candidate is comfortable working with multiple computer programs and systems, learns new software quickly, and is not intimidated by learning new technology or figuring out how different systems work.

Key Responsibilities

Reception & Client Experience

• Answer and manage incoming calls with professionalism, warmth, and excellent phone etiquette
• Serve as a welcoming first point of contact for clients
• Route client inquiries to the appropriate team member and ensure timely follow-up
• Coordinate and schedule client appointments, meetings, and delivery calls
• Communicate with clients regarding document requests, appointment confirmations, return status, and next steps
• Proactively follow up with clients regarding missing information, outstanding documents, and other items needed to move their work forward
• Maintain a professional, responsive, and client-first approach in all communications

Administrative Support

• Assist with client portal management, document uploads, and document flow
• Organize and maintain accurate digital and physical client files and documentation
• Ensure workflow systems are kept current and all necessary tasks and communications are properly documented
• Track client communications and follow-up items in firm systems
• Assist with general administrative tasks and other duties that support the overall efficiency of the firm

Technology & Systems

• Work confidently across multiple computer programs and software platforms on a daily basis
• Learn and become proficient in new software and firm systems quickly
• Navigate client portals, workflow management systems, scheduling platforms, email, and other technology used by the firm
• Troubleshoot basic technology or system issues and independently seek solutions when needed
• Adapt to changes in technology, software, and firm processes
• Maintain accurate information across multiple systems and ensure data is entered and updated correctly

What We’re Looking For

We are looking for someone who:

• Is highly organized, proactive, and naturally takes initiative
• Follows up without being asked and doesn’t allow tasks to fall through the cracks
• Is a strong communicator who keeps both clients and team members informed
• Has excellent attention to detail and takes pride in accurate work
• Is friendly, professional, and client-focused
• Takes ownership of responsibilities and follows through
• Can manage multiple priorities while staying calm under pressure
• Is comfortable working in a fast-paced, deadline-driven environment
• Is a dependable team player who enjoys supporting others
• Is highly tech-savvy and confident using computers
• Learns new computer programs and software quickly and independently
• Is comfortable working in multiple systems and switching between programs throughout the day
• Is someone who enjoys learning new technology rather than becoming frustrated by it
• Thrives in a collaborative, in-office environment

Qualifications

• 1–2+ years of receptionist, administrative, client service, or office support experience
• Strong verbal and written communication skills
• Excellent organizational and time-management skills
• Strong computer and technology skills
• Ability to quickly learn and become proficient in new software and computer programs
• Experience with scheduling, email management, and client communications
• Experience with client portals or workflow management systems is a plus
• Experience with Monday.com is a plus
• Ability to work with multiple software platforms and systems simultaneously
• Ability to maintain confidentiality and handle client information professionally
• Ability to work effectively in a deadline-driven environment

What We Offer

• Health insurance
• Dental insurance
• Paid time off
• Stable, in-office work environment
• Supportive and collaborative team culture
• Opportunity for professional growth within the firm

This is an excellent opportunity for someone who takes pride in being organized, responsive, and one step ahead in delivering an exceptional client experience.

Pay: $20.00 - $22.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Work Location: In person