Office Assistant & Receptionist - Wilmington

Brooks Pierce, a business law firm specializing in all aspects of business law, with over 120 lawyers and four offices, seeks a full-time Office Assistant & Receptionist for our Wilmington office.

This position is responsible for providing support to attorneys and staff on a daily basis, performing receptionist, administrative, and facilities duties.

Benefits:

We offer a strong benefits package that includes a generous PTO allotment, two medical & dental plans, vision insurance, STD/LTD, life insurance, paid parking, 401(k) match, computer training, and a collegial working environment. Salary is commensurate with experience and education.

Interested candidates should submit a resume and a cover letter with salary requirements to resumes@brookspierce.com.

Required Qualifications:

3 or more years law firm experience
Excellent communication skills
Ability to multi-task
Proficient with Microsoft Office Suite, Power PDF
Valid NC driver’s license
Ability to perform well under high pressure in a fast-paced environment

Preferred Qualifications

High School Diploma
Notary Public

Primary Responsibilities & Duties

Receptionist & Guest Services:

Screen and process incoming telephone calls
Greet and assist clients and visitors
Reserve, set up and clean up conference rooms and meetings
Coordinate catering for luncheon meetings
Validate parking
End of day close procedures

Legal Assistant Overflow:

Assist with overflow projects for other attorneys and staff on a regular basis
Draft and finalize correspondence and documents
Assist with preparation of pleadings and trial binders
Review Pacer to input and maintain docketing entries and update pleadings
Calendar appointments as necessary
Manage case files, filing, and organization
Prepare conflict of interest and new client setup forms
Review Eastern NC county court calendars for all attorneys
Prepare files for offsite storage
Process attorney time entry
Review, edit, and print client billing
Process incoming and outgoing mail
Process telephone calls including transcribing voice mail messages
Process check requests and expense reports
Transcribe dictation
Process attorney print requests

Administrative Assistant:

Process, distribute, and drop off daily mail & overnight delivery
Process copy requests
Distribute incoming overnight delivery packages and stock office, kitchen and shipping supplies
Coordinate firm functions and special events
Deliver State and County courthouse filings
Deliveries to various agencies, counsel and clients
Perform client-related pickups/deliveries as needed (both walking and car)
Check District Attorney’s office weekly regarding correspondence
Check BP inbox at Clerk’s Office regularly for mail

Facilities/IT:

Liaison for facility maintenance and contractors
Maintain kitchen area and supplies
Coordinate access to firm space with building management and vendors
IT liaison for personnel, copiers, mail machine and conference room equipment

Accounting:

Process daily check requests
Maintain petty cash and process vouchers for reimbursement
Process incoming checks and monies for deposit
Process deposits for trust and escrow accounts at local branch
Scan trust transactions