Adams & Martin Group is seeking an Office Administrator & Receptionist to join a law firm in Saint Paul. This is a direct hire opportunity with an onsite work model.
The Office Administrator & Receptionist's responsibilities include:
Reception & Client Service
- Serve as the primary receptionist for the firm, greeting clients, visitors, vendors, and other guests in a professional and courteous manner.
- Answer, screen, and route incoming phone calls promptly and accurately.
- Maintain reception and common areas to ensure a clean, organized, and welcoming environment.
- Coordinate visitor arrivals, conference room reservations, and hospitality needs for meetings and events.
- Manage incoming and outgoing mail, packages, and courier services.
Office Administration
- Provide administrative support to attorneys, paralegals, and staff as needed.
- Maintain office calendars, conference room schedules, and shared resources.
- Order and manage office supplies, kitchen supplies, and other firm resources.
- Coordinate office vendors and service providers for maintenance, equipment, and facility needs.
- Assist with onboarding logistics for new employees, including workspace setup and office orientation.
- Maintain office records, contacts, and filing systems, both physical and electronic.
Legal & Administrative Support
- Assist with document preparation, scanning, copying, filing, and distribution.
- Support document management and retention processes in accordance with firm policies.
- Coordinate signatures, deliveries, and other administrative tasks related to client matters.
- Ensure confidentiality of sensitive client and firm information at all times.
Qualifications:
- High school diploma or equivalent required; associate degree preferred.
- 2+ years of experience in a receptionist, administrative assistant, office coordinator, or similar role.
- Prior experience in a law firm or professional services environment preferred.
- Proficiency with Microsoft Office Suite (Outlook, Word, Excel, and Teams).
- Strong verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Demonstrated ability to manage multiple priorities and meet deadlines.
- Professional demeanor and strong customer service orientation.
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.