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Frost Brown Todd · 19 hours ago

Office Coordinator/Receptionist

Lexington, KY

Full-time

Onsite

Mid Level

3+ years exp

FBT Gibbons is currently seeking a full-time Office Coordinator/Office Assistant/Receptionist to join their Lexington Office. The role involves handling day-to-day coordination and workflow of administrative and client needs, working closely with attorneys and business professionals.

Consulting

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 Gibbons 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 Gibbons 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

Qualification

Office coordinationClient serviceSoftware proficiencyInterpersonal skillsProfessional phone etiquetteOrganizational skills

Required

High School Diploma or equivalent

Minimum of 3 years of experience working in an office setting required

Interpersonal skills necessary to communicate in person, by e-mail and telephone and follow instruction effectively from a diverse group of attorneys, managers, business professionals, and vendors to provide information with ordinary courtesy and tact

Ability to answer phone courteously and professionally and transfer calls quickly

Ability to greet clients in a courteous and professional manner

Ability to retrieve and distribute files weighing up to 30 pounds and ability to retrieve and replace objects from shelves up to 8 feet high, sometimes a large amount in a day

Ability to learn and apply practice group and/or firm specific software programs, including the CST workflow application, at a proficient level

Ability to organize and prioritize numerous tasks and complete them under time constraints