Job Description

Administrative Support Specialist

We are seeking an Administrative Support Specialist to provide essential front desk reception, administrative assistance, and facilities coordination within a legal office setting.

Key Responsibilities

• Professionally answer incoming calls and direct them as needed
• Welcome clients and visitors in a courteous and professional manner
• Serve as a witness for document signings when required
• Prepare and process outgoing mail (FedEx, UPS, USPS) including labeling and tracking
• Sort, distribute, and manage incoming mail
• Deliver documents to the courthouse or post office when necessary
• Support scanning and organizing of both electronic and paper records
• Assist with file and records maintenance, as needed
• Draft and format client correspondence and other legal documents
• Coordinate meeting logistics and office events (e.g., food ordering, setup, cleanup)
• Monitor and restock office supplies; manage supply ordering as necessary
• Act as the primary contact for facility-related issues, coordinating maintenance and vendor services

Qualifications

• High school diploma or equivalent required
• Prior experience in a legal office preferred
• Strong skills in Microsoft Office Suite (Word, Excel, Outlook); iManage experience a plus (training provided)
• Detail-oriented with strong organizational abilities
• Able to prioritize, multitask, and manage time effectively
• Strong written and verbal communication skills
• Team-oriented and comfortable working in a small, collaborative office
• Willingness to work overtime as needed

Benefits

• Benefits: Comprehensive and competitive benefits package
• Classification: Non-exempt, eligible for overtime
• Paid Time Off: 25 PTO days annually
• Work Schedule: 40 hours per week

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.

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