Front Office Manager Reagan Blankfein Gates Legal Practitioners

As a Front Office Manager, you have the opportunity to greet and interact with clients and visitors entering the firm’s office on a daily basis. You will ensure each Reagan Blankfein Gates Legal Practitioners (RBGLP) visitor feels comfortable by providing exceptional client service, offering beverages and escorting them to appropriate conference rooms. You will maintain a clean and organised office, while maintaining office calendars and conference room reservations and preparations. Most importantly, you will be available provide office coverage daily, as well as maintaining inventory, office supplies, snacks and drinks.

Your positive, can-do attitude makes you a joy to work with for both clients and staff alike. While you are organised and love the satisfaction of getting things done, you are also a people person and enjoy interacting with clients, insurance adjusters, medical providers, and fellow staff throughout your workday. Though you are self-directed and able to work independently, you are also a team player who collaborates well with everyone at the firm to make things happen for our clients. You feel great about working for an ethical firm where client service is a priority and you can feel good about helping people through difficult times in their lives.

Duties & responsibilities

• Creates an exceptional first impression for our clients and visitors and represents the firm in a positive and professional manner
• Actively promotes and ensures clear communication between reception and office clientele, and adheres to confidentiality policies at all appropriate times
• Promptly answers all incoming calls to the switchboard, taking and delivering accurate messages via email or voicemail, as directed by attorney or staff
• Keeps track of events, office personnel, and visitors in the conference centre as well as the office
• Assigns visitor offices and issues temporary access cards to visit firm attorneys and employees; keeps accurate logs of both visitors and issued cards and deactivates and reorders as necessary
• Schedules meetings, books conference rooms, and maintains accurate log
• Manages the setups for conference rooms to ensure reservation requests are met prior to the scheduled meeting
• Arrange for caterings and act as liaison between food service staff and firm to ensure perfect order and timing, direct caterers upon arrival, and update catering spreadsheet and account information
• Maintains and coordinates details of firm meetings and events to properly direct attendees
• Receives and directs deliveries and keeps accurate log
• Assists staff, visitors, and clients with all special requests, including taxi, car service, directions and suggestions for local accommodations
• Assists administrative staff with administrative tasks and special projects, including office events
• Assists administrative assistants with document production, assembling of large print jobs, maintains client files and electronic database, updates and organizes materials in pleading binders, processes expense reimbursements, and enters time into the billing system
• Assists accounting staff with assembling client billings
• Maintains a polished appearance of reception and conference room areas at all times
• Identifies areas for needed office improvement and brings to the attention of appropriate manage

Skills & competencies

• Excellent interpersonal and communication skills (oral and written), professional demeanour, and presentation
• Ability to answer phones and transfer calls and professionally meet and greet visitors
• Highly motivated, self-starter who can work well under minimal supervision, as well as take a proactive approach to being team-oriented
• Provide outstanding client service, meet high-quality standards for services, and meet or exceed client expectations; proactive in seeking innovative ways in which to help others
• Ability to prioritise workload and adapt to a fast-paced environment
• Ability to establish and maintain effective working relationships with all levels of the organization and collaborate well in a team
• Ability to maintain composure, positive outlook, and professionalism
• High attention to detail, outstanding organizational skills, and the ability to manage time effectively

Qualifications & prior experience

§ Bachelor’s Degree preferred or equivalent education and work experience

§ Law firm experience a plus

§ Proficiency with Windows-based software and Microsoft Word, Excel and Outlook required

§ Exceptional computer skills with the ability to learn new software applications quickly

§ At least 2 years of client service experience

§ Excellent computer and typing skills

§ Ability to maintain knowledge of law firm policies and procedures

§ The urgency to provide above-and-beyond client service

Are you able to prioritise tasks effectively? Can you function under pressure from deadlines? Do you have excellent communication skills? Are you flexible and resilient in an ever-evolving atmosphere? Do you exhibit sound judgment? Can you maintain strict confidentiality?

If so, then you might just be perfect for this Front Office Manager position!

WORK SCHEDULE

This is a full-time, Monday-Friday, 8:00 am – 5:00 pm position.

ABOUT REAGAN BLANKFEIN GATES LEGAL PRACTITIONERS

REAGAN BLANKFEIN GATES Legal Practitioners (RBGLP) is a full-service law firm located in Lusaka with broad expertise in litigation, corporate advisory, energy, mining, banking, employment, competition, conveyancing, intellectual property, immigration, and infrastructure. Our goal is to exceed client expectations through our commitment to making our clients the centre of everything we do, providing extensive pro bono services, promoting diversity and teamwork, and improving while celebrating our accomplishments. Our team shares the common goal of providing clients with high-quality client service and excellent legal representation. Our Attorneys are trained to take ownership of our clients’ challenges by getting close to the problem and close to the people who can benefit from the solutions we provide. We strive to create an environment where employees feel empowered to thrive personally and professionally.

RBGLP is an Equal Opportunity Employer and is committed to diversity and inclusion in the workplace. Individuals seeking employment at RBGLP are considered without regard to race, colour, religion, sex, national origin, age, marital status, ancestry, disability, veteran status, or genetic information, among other protected bases. We achieve this by recruiting staff from diverse backgrounds, providing diversity-related education to our employees, and supporting activities that strengthen our communities and broaden our minds. We believe in transparency, which is achieved through our all-firm meetings, regular communication from leadership, and fostering a trusting environment. All employees are encouraged to get involved and contribute to our collaborative culture!