At Williams Parker, the Support Services Assistant plays a vital role in maintaining professionalism and ensuring the smooth operation of both front of house and back of house services within our law firm. This position offers a blend of responsibilities, including providing excellent support for client-facing functions and assisting with key operational processes behind the scenes. The ideal candidate will be proactive, detail-oriented, and capable of managing multiple tasks in a dynamic, fast-paced environment. Key Responsibilities: Front of House Support: + Serve as a welcoming point of contact at the front desk, greeting clients, visitors, and staff with professionalism and courtesy. + Manage conference room scheduling, ensuring rooms are properly set up and maintained for meetings, including arranging necessary equipment and refreshments as required. + Oversee the upkeep of the reception area, ensuring it is clean, organized, and presents a professional atmosphere at all times. + Assist in managing the overall flow of visitors and communications to and from the firm. Back of House Support: + Provide support to the mailroom, ensuring timely sorting, delivery, and dispatch of incoming and outgoing mail, packages, and couriers. + Assist with document management services, including handling, filing, and distribution of sensitive legal documents. + Support the firm’s file digitization efforts, ensuring documents are scanned and stored correctly within the firm’s electronic systems. + Assist with other operational tasks and general administrative duties as required to support day-to-day firm activities. Work Environment: + Fast-paced office environment requiring confidentiality, attention to detail, and responsiveness to the needs of staff and clients. + This position offers the opportunity to work in a collaborative and supportive environment, with exposure to various aspects of law firm operations. Requirements Qualifications: + Education: High school diploma or equivalent required; associate's or bachelor’s degree preferred. + Experience: Previous experience in a customer service or administrative role, preferably in a legal or professional services environment. + Customer-Centric Attitude: A service-oriented mindset, prioritizing client satisfaction while maintaining professionalism and empathy in all interactions. + Strong Communication Skills: Clear, concise, and professional verbal and written communication is essential for interacting with clients, visitors, and members of the firm. + Attention to Detail: A high level of accuracy in tasks related to document management, data entry, and legal compliance is critical to ensure all client and operational requirements are met. + Problem-Solving Ability: Ability to quickly assess situations, identify issues, and implement effective solutions, particularly in high-pressure or time-sensitive scenarios. + Adaptability: Flexibility to shift between client-facing tasks and internal operational duties, adjusting to varying demands and workflows. + Discretion and Confidentiality: Upholding the highest standards of confidentiality and discretion, particularly when handling sensitive client information or legal matters. + Time Management: The ability to manage multiple tasks simultaneously while maintaining efficiency and meeting deadlines in a fast-paced environment. + Team Collaboration: Strong interpersonal skills to work effectively with colleagues across different departments, contributing to a cohesive and supportive work environment. + Proactivity and Initiative: The ability to anticipate needs, take proactive steps in addressing issues, and continuously improve processes or workflows. + Organizational Skills: Maintaining an orderly, well-organized approach to both client-facing and operational tasks to ensure smooth and efficient service delivery. + Resilience under Pressure: The capacity to remain calm, composed, and effective during periods of high stress or heavy workloads. + Technological Proficiency: Comfortable with office technology, legal software, and other tools that aid in the efficiency of both client service and operational management. + Professionalism: Consistently demonstrating a high level of professionalism in both appearance and behavior when engaging with clients, attorneys, and staff members. Physical Demands: + Ability to lift and carry office materials (up to 25 lbs). + Ability to stand or sit for extended periods of time. Benefits At Williams Parker, you will have an opportunity to play an important role in continuing the success of our law firm and to take advantage of the many benefits we offer for your personal and professional growth. You will also find you are joining a team of attorneys and staff who have made Williams Parker not only a top-notch law firm but also a great place to work. We offer a competitive total rewards package, including: + Excellent health, disability, vision, dental, and life insurance + Flexible spending accounts to help offset the cost of dependent care and/or health care expenses + Employee Savings Plan with employer contributions + 401(k) with employer contributions + Paid time off + Paid parental leave + Perks platform offering over 30,000 unique discounts + Referral program + Wellness programs