Job Description

Office Assistant/Receptionist

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you'll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking an Office Assistant/Receptionist to serve as a friendly and professional first point of contact for clients, visitors, and team members, while supporting the daily administrative needs of the office.

The ideal candidate is organized, professional, and enjoys working in a fast-paced, team-oriented environment.

Key Responsibilities:

• Answer phone calls and greet clients, vendors, and other personnel with courtesy and professionalism.
• Coordinate the use of conference rooms and visitor offices through scheduling software to ensure seamless meeting logistics.
• Coordinate food orders with hospitality staff and external vendors; oversee payment and set-up for meetings and events.
• Track and notify building security of all visitors, ensuring security protocols are followed.
• Record and manage parking validation distribution for visitors and staff.
• Maintain the cleanliness and organization of conference rooms, reception desk, and surrounding areas to ensure a welcoming environment.
• Provide general administrative assistance as needed, such as copying, scanning, assembling files, making travel arrangements, submitting expense reimbursements, attorney time entry and other routine tasks.
• Maintain accurate parking validation and visitor logs.
• Assist office manager with the coordination and execution of larger office-wide events.

Job Requirements:

• Some college preferred, or equivalent combination of education, training, and experience.
• Minimum of 2 years of experience working in an office setting required. Previous law firm experience preferred.
• Computer proficiency, preferably with Microsoft Office products such as Word, Excel, and Outlook.
• Ability to operate standard office equipment such as multi-functional devices, copiers, printers, and scanners.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to shift attention from one area of work to another quickly without frustration.
• Ability to handle confidential information.
• 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 self-direct and proactively seek out work during slow periods.
• Ability to answer phone courteously and professionally and transfer calls quickly. Ability to greet clients in a courteous and professional manner.

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

FBT Gibbons offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short- and long-term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit-sharing. Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.

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