Client Services Assistant/Legal Support Specialist

Job Description

Job Description

We are looking for an experienced and service-oriented individual to support front-of-house operations and administrative workflows in our office. This position plays a key role in creating a welcoming experience for clients and visitors while helping attorneys and business teams stay organized and prepared. The ideal candidate is comfortable balancing reception responsibilities with detailed administrative work in a fast-paced legal or business services environment.

Responsibilities:
• Welcome clients, guests, and visitors, maintain visitor records, and ensure the reception area operates efficiently throughout the day.
• Manage incoming telephone traffic by answering calls promptly, directing inquiries to the appropriate contacts, and handling communications with care.
• Coordinate room reservations and meeting arrangements, including scheduling conference spaces and organizing catering, technology, and required materials.
• Assign workspace or office accommodations for visiting personnel and confirm all arrangements are prepared before arrival.
• Provide administrative support through preparation of expense documentation, payment-related requests, and business intake or matter-related materials.
• Assist with calendar coordination and travel planning to support attorneys or internal stakeholders with changing schedules and priorities.
• Prepare, review, and assemble documents, mailings, and presentation binders while maintaining accurate electronic files and organized records.
• Monitor details closely across high-volume tasks, helping ensure written materials, logistics, and administrative processes are completed accurately and on time.• At least 3 years of experience in a legal, client-focused services, or similarly client-facing office environment.
• Bachelor’s degree preferred, or an equivalent combination of education and relevant work experience.
• Demonstrated strength in administrative support, front-desk coordination, and office organization.
• Excellent written and verbal communication skills with a detail-focused and service-oriented approach.
• Ability to manage multiple priorities in a busy setting while maintaining accuracy and strong attention to detail.
• Solid proofreading skills and comfort handling documents that require precision and consistency.
• Experience coordinating meetings, visitor logistics, and office-related support tasks with minimal supervision.