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Administrative Support Assistant / Office Services

Position Summary

A law firm seeks an Administrative Support Assistant/Office Services Clerk for their Miami office. The Administrative Support Assistant / Office Services role is a multi-functional and designed to support the operational needs of the firm. This position combines administrative support, office services, and front desk coverage. The ideal candidate is professional, dependable, and adaptable, with strong organizational and communication skills as well as the ability to multi-task and prioritize assignments.

Key Responsibilities

Administrative Support

Provide overflow secretarial support to attorneys and Legal Administrative Assistants. Edit, format, and proofread correspondence, memos, reports, and legal documents. Maintain calendars, schedule meetings, and arrange travel.

Enter attorney time for billing and assist with monthly billing processes. Handle expense reimbursements, check requests, and invoice processing. Maintain and retrieve client files (electronic and hard copy).

Collaborate across teams.

Office Services

Perform general clerical tasks including copying, scanning, faxing, and filing. Prepare courier packages.

Distribute mail and manage supply inventory.

Manage hospitality functions such as meeting setup and refreshments.

Maintain and clean shared areas, including kitchen, copy room, and conference rooms.

Reception Coverage

Serve as backup receptionist, greeting visitors and answering phones professionally. Maintain a welcoming and organized front desk environment.

Ensure coverage during absences, breaks, and peak periods.

Qualifications

High School Diploma or equivalent required; Associate's or Bachelor's degree preferred. Prior experience in legal administrative support, office services, or reception is a plus.

Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Excellent communication skills, both written and verbal.

Strong organizational and time management skills.

Ability to maintain confidentiality and handle sensitive information. Professional demeanor and dependable work ethic.

Work Environment

Full-time position - Monday through Friday with a schedule of 8:00 AM to 4:30 PM, 8:30 AM to 5:00 PM, or 9:00 AM to 5:30 PM (as determined based on office needs).

Operates in a professional office setting using standard office equipment. Some physical activity required (e.g., lifting files, standing, bending).

Must be comfortable working in a fast-paced legal environment with shifting priorities.

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