Position Summary:
Michelman Robinson is looking for a stellar, experienced Office Services Clerk to join the Irvine office. This is an exciting, hands-on position requiring superior communication and interpersonal skills. This position is an integral part of the support services team and will work closely with several of the Firm’s departments. As the Office Services Clerk, you will be primarily responsible for providing a positive first impression as the initial point of communication for clients, guests, visitors, and callers. This position is required to perform multiple tasks while upholding the reputation of the firm as a professional law office. Other duties include file room maintenance, and general tasks assigned by the support services team.
Duties and Responsibilities:
Mail and Package Handling
- Sorting incoming and outgoing mail.
- Distributing mail and packages to the appropriate individuals or departments.
- Preparing and sending courier packages.
Reception Duties
- Greeting clients and visitors and directing them to the appropriate person or area.
- Answering and forwarding phone calls.
- Managing the reception area and maintaining a professional and organized appearance.
Filing and Document Management
- Organizing and maintaining physical and electronic filing systems.
- Retrieving and filing documents as needed.
- Assisting with document scanning and copying.
Office Supplies Management
- Monitoring and restoring office supplies.
- Placing orders for office materials and equipment.
- Keeping track of inventory levels.
Conference Room Management
- Scheduling and preparing conference rooms for meetings.
- Ensuring that necessary equipment, such as projectors or teleconferencing tools, is set up and functioning correctly.
Data Entry
- Inputting data into computer systems or databases.
- Maintaining accurate records of client information, billing, and other relevant data.
Photocopying and Scanning
- Making photocopies of documents as requested.
- Scanning and digitizing documents for electronic storage.
Administrative Support
- Providing general administrative support to lawyers, paralegals, and other staff members.
- Managing appointments and scheduling for attorneys.
Assisting with Office Maintenance
- Reporting and coordinating repairs and maintenance for office equipment.
- Ensuring the office is clean and well-organized.
Compliance and Record-Keeping
- Ensuring compliance with document retention policies.
- Maintaining confidentiality and security of sensitive legal information.
Requirements:
- 2 years of receptionist experience is required. Law firm experience preferred.
- High school diploma is required.
Working Conditions:
- This position works in a professional office environment and requires regular walking throughout office.
- Standing for extended periods.
- Lifting, carrying, and moving files, boxes, and office supplies often up to 25-50 pounds.
- Full time, 7.5-hour workday (9:00am – 5:30pm).
- Occasional overtime may be required during high-volume periods, trials, and firm events.
