Reports to: HR Manager
Classification: Full-Time, Non-Exempt
Divorce is tough, but we are tougher. Our philosophy is family-first. The foundation of our practice is and always has been family law. Over the years, our practice areas have expanded to include trusts and estates, corporate tax, adoption, mediation, entertainment law and more. Our main office is located at The Graham, 217 North Graham Street, in Uptown Charlotte, North Carolina. We also have additional offices in Rock Hill, SC, Cornelius, NC, and Monroe, NC.
The Receptionist/Administrative Assistant supports the day-to-day operations of the firm. This position welcomes clients to our office, answers the phone, assists with ordering, maintaining inventory of, and restocking office supplies, conducts client intake process, and opens and closes the office. The Receptionist must be comfortable working independently, managing competing priorities, be customer service-minded, proactive, and have a sense of urgency.
Essential duties and responsibilities:
Administration and Client Care
- Answer incoming calls and liaise with clients, referrals, vendors, and the like.
- Manage confidentiality forms for vendors.
- Capture and track relevant data pertaining to the case coordination process.
- Schedule client consults and other meetings with attorneys.
- Enter client data into Cosmolex.
- Create and send client welcome letters after being retained by the firm.
- Create new client files, including facilitating the execution of fee agreements by the respective attorney.
- Assist with the planning, organization, and coordinating of staff social events, quarterly leadership meetings, attorney retreats, and other staff meetings or events, as needed. Assistance will include calendaring, arranging for and/or picking up catering, coordinating travel arrangements, setting up event space and activities, anticipating needs, etc.
- Open and close the office. Assist the Office Coordinator in the development and maintenance of an office closing rotation calendar and list of duties.
- Maintain the stock office supplies in the copy areas of the second and third floors. Partner with the Administrative Assistant to develop a running inventory of core supplies each floor needs at all times, regularly assess inventory levels, and order more when necessary.
- Receive and distribute mail and packages.
- Notify staff when clients or vendors arrive.
- Manage conference room calendars.
- Ad hoc projects as needed.
- Assist Managing Principal, as needed.
Knowledge, Skills, & Abilities:
- Customer Service: Works with customers (this includes internal and external audiences) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; is committed to providing quality service. Anticipates and meets the needs of both internal and external customers. Is committed to continuous improvement.
- Interpersonal Skills: Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, ethnicity, gender, gender identity, sexual orientation, persons who are differently-abled, and other individual differences.
- Teamwork: Encourages and facilitates cooperation, pride, and trust; fosters commitment and team spirit; works with others to achieve goals.
- Planning and Organizing: Establishes action plans for self to accomplish specific goals. Identifies need, arranges for, and obtains resources needed to accomplish own goals and objectives. Develops and uses tracking systems for monitoring own work progress. Effectively uses resources such as time and information. Is thorough when performing work and conscientious about attending to detail.
- Communication: Clearly and concisely presents and expresses ideas and information appropriate to the audience, orally and in writing. Listens actively to what others are saying to achieve understanding. Shares information with others and facilitates the open exchange of ideas and information; is open, honest, and straightforward with others.
- Problem Solving: Identifies existing and potential problems or issues. Obtains relevant information about the problem or issue, including recognizing whether more information is needed. Objectively evaluates relevant information about the problem or issue. Identifies the specific cause of the problem or issue. Develops recommendations and evaluates alternative course of action, selects courses of action, and follows up.
- Ability to function well in a high-paced and, at times, stressful environment.
- Computer skills: General Data Entry; Must be adept in Microsoft Office365 applications, particularly Excel, Word, and Outlook.
- Fluency in Spanish is a plus.
Outstanding candidates will also have:
- Possess excellent writing, communication, organization, and computer skills
- Strong attention to detail
- Work independently and take initiative
- Multi-task: kick ass efficiently and prioritize with an appropriate sense of urgency
- Ability to pinpoint problems and identify solutions
- Be creative
- Know their “why” and understand ours.
Education and Experience:
- High school diploma or equivalent.
- 1-2 years of related experience required.
- Frequently remains in a stationary position, often standing or sitting for prolonged periods.
- Frequently makes substantial repetitive movements (motions) of the wrists, hands, and/or fingers.
- Frequently moves and raises materials (e.g. office supplies) weighing up 20 pounds.
- Frequently communicates with the public (e.g. potential clients, job candidates, vendors) via phone, email, and in-person, as well as colleagues, on assigned tasks and projects. Must be able to exchange accurate information in these situations.
- Frequently assesses the accuracy, neatness, and thoroughness of the work assigned.
Excellent benefits package including health insurance, dental insurance, vision insurance, life insurance, PTO, 401K with an employer match and paid holidays. The work schedule is as follows: Monday through Friday 8:30 a.m. – 5:30 p.m.
Sodoma Law provides equal employment opportunities to all employees and applicants for employment without regard to race, ethnicity, color, religion, sex, gender identity, national origin, age, disability or genetics. In addition to federal law requirements, Sodoma Law complies with applicable state and local laws governing nondiscrimination in employment in every location in which the firm has offices. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, transfer, compensation, and training.