The Front Desk Receptionist/Records Clerk serves as the first point of contact for clients and guests, performs front desk duties, maintains a well-organized central filing system to ensure all records remain accurate and up-to-date, and provides administrative and clerical support across the firm as assigned. This is a vital role in creating a welcoming, collaborative, and friendly environment for the firm.
Primary Responsibilities
Front Desk Receptionist duties include, but are not limited to, the following:
- Greet, welcome, and direct clients and visitors; announce their arrival to the appropriate attorney or staff member; and validate parking.
- Answer, screen, and route incoming calls in a courteous, timely, accurate, and professional manner.
- Open and close the office daily, ensuring that the reception area, kitchens, conference rooms, and common areas are tidy, well-stocked, and presentable.
- Monitor supply inventory, order and organize supplies, and coordinate with supply vendors.
- Prepare and distribute the firm’s daily schedule and communicate any changes.
- Schedule use of conference rooms and web meetings, ensuring that meeting spaces are tidy and stocked before meetings.
- Sort and distribute incoming mail and deliveries, prepare outgoing mail, and distribute ticklers.
- Provide timely coverage support for Conflict-of-Interest checks and new matter requests: monitor incoming submissions, promptly process Conflict-of-Interest, prioritize urgent requests, coordinate backup coverage when needed, and escalate anticipated coverage gaps to management.
- Receive, document, organize, and send client documents, including by parcel delivery and courier service, in accordance with established guidelines and procedures.
- Report technology and office maintenance issues to the appropriate vendor, property management, or firm management, and follow up until each issue is resolved.
- Process accounts payable and prepare checks for signature in accordance with established procedures.
- Track and organize client and firm expenses paid by credit card and assist in the monthly reconciliation.
- Accept and process client payments made in person and by phone.
- Provide administrative and clerical assistance to staff and attorneys, as needed.
- Run errands and serve as a local courier, as needed.
- Coordinate front desk coverage and related duties with the Administrative Coordinator.
- Other duties as assigned.
Records Clerk duties include, but are not limited to, the following:
- Process records for storage, including scanning, electronic filing, and paper filing, and maintain accurate file indexing.
- Retrieve records on request, either through the vendor’s website or on-site.
- Dispose of files as required by the document destruction policy.
Job Qualifications
- 2–5 years of related work experience in a professional services firm.
- Outstanding interpersonal and verbal communication skills, with a courteous and professional manner in person and on the phone.
- Ability to prioritize, multitask, and meet tight deadlines in a fast-paced environment.
- Demonstrates initiative and a proactive, self-starter approach by independently identifying needs, anticipating potential issues, taking ownership of responsibilities, and following through on tasks with minimal direction.
- Commitment to the firm’s high standard of client service and a desire to be an essential part of a busy law practice.
- Team-oriented with a service mindset and a consistently professional demeanor.
- Strong organizational and time-management skills, with excellent attention to detail.
- Flexibility and adaptability in responding to changing priorities and business needs.
- Positive attitude, strong work ethic, and the ability to handle confidential client and firm information with discretion.
- Proficiency in Microsoft Office Suite.
- Ability to lift and carry up to 40 pounds, with or without reasonable accommodation.
This is an in-office, full-time, and non-exempt position. Standard work hours are 8:00 AM – 4:00 PM, Monday – Friday, with a 30-minute lunch break. When the Administrative Coordinator is out of the office, the schedule may shift to 9:00 AM – 5:00 PM, Monday – Friday.
Salary Range: $35,000-$45,000 annually, commensurate with experience
Send Your Resume To: tmjobs@t-mlaw.com
About Us:
ThompsonMcMullan, P.C. is a law firm committed to excellence in serving business, government, and individual clients in business transactions, corporate matters and real estate transactions, employment counseling and litigation, civil litigation, bankruptcy, administrative law, elder law, estate planning. Our core values focus on dignity, community, honor, civility, teamwork, and passion expressed in a balanced life.
In addition, ThompsonMcMullan, P.C. has been recognized by the Richmond Times Dispatch, in partnership with Energage, as a Top Workplace for seven years running, thanks to positive feedback and shared experience from our employees!
We offer our employees competitive compensation and a comprehensive benefits package including:
- Employer paid medical insurance for employees
- Employee funded medical flex spending and dependent care flex spending accounts (FSA)
- Dental and Vision insurance
- Employer paid life and disability insurance
- 401k plan with employer contributions
- Generous paid leave benefits- including PTO, ten paid holidays, and paid parental leave
- Paid parking
ThompsonMcMullan, P.C. provides equal employment and advancement opportunities to all colleagues and applicants for employment without regard to race, color, ethnicity, religion, gender, pregnancy/childbirth, age, national origin, sexual orientation, gender identity or expression, disability or perceived disability, genetic information, citizenship, veteran or military status, marital or domestic partner status, or any other category protected by federal, state and/or local laws.
To learn about our firm, please visit our website at www.t-mlaw.com.