Office Coordinator / Receptionist

Job Description

Job Description

Frost Brown Todd LLP, a national law firm of 1000+ legal and business professionals in eighteen markets, is currently seeking a full-time Office Coordinator / Office Assistant / Receptionist to join our Lexington Office. The Office Coordinator / Office Assistant / Receptionist handles the day-to-day coordination and workflow of administrative and client needs for their assigned office, working closely with the Lexington attorneys and business professionals and the Regional Office Manager.

Key Responsibilities :

• Understand and prioritize client service as the firm's top commitment. Remain available during regular business hours to address client and internal needs, coordinate alternative support when necessary, and ensure timely follow-up when attorneys or other professionals are unavailable.
• Coordinate with the Regional Office Manager for tasks related to work assignments, internal communications, staffing needs, and other tasks related to the daily functions of the Lexington office.
• Assist in coordinating overflow and workflow needs, including witnessing and notarizing documents, to provide consistent, high-level support to attorneys and other timekeepers.
• Coordinate coverage for absent business professionals to ensure consistent support for attorneys and other timekeepers. Assist in administering time off requests in accordance with firm policies and communicate absence updates to the Regional Office Manager.
• Communicate any performance, attendance, or other personnel-related concerns to the Regional Office Manager.
• Order supplies for the office from approved firm vendors, as needed.
• Serve as the on-site contact with building management and internal FBT facilities team for matters related to security, maintenance, building access, emergency preparedness, after-hours services, and general building operations. Ensure office facilities are maintained for functionality and cleanliness, fostering a productive and welcoming environment for both employees and clients. Maintain cleanliness of conference rooms, reception desk and surrounding areas.
• Answer and route all incoming calls to the Lexington office to the appropriate firm personnel.
• Greet clients, vendors and other FBT personnel in a courteous and professional manner. Ensure proper security clearance and routing of respective parties in accordance with firm policies. Contact attorney and / or assistant accordingly and direct guest / clients to conference rooms.
• Schedule conference rooms and visitor offices using software. Coordinate with other appropriate departments and personnel as required.
• Support administrative needs of attorneys and clients in the conference center, i.e., notary needs, copies, scan, fax, technical assistance, facilities management, etc.
• Assist legal practice assistants with special projects, transcription, editing, filing, stuffing envelopes, and other miscellaneous tasks as needed.

Job Requirements :

Frost Brown Todd offers a competitive salary and a comprehensive benefits package including medical, dental, vision, life, disability, and 401k / profit sharing retirement package.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Frost Brown Todd is fully committed to equality of opportunity in all aspects of employment. It is the policy of Frost Brown Todd to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.