Office Assistant/Receptionist Job at Frost Brown Todd LLP in Indianapolis

Frost Brown Todd LLP, a national law firm with 1000+ legal and business professionals in seventeen offices, is currently searching for a full-time Office Assistant/Receptionist to join our Indianapolis office. This individual will play a crucial role in supporting our team and providing a welcoming environment to our clients and guests.

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.
• Manage food orders from external vendors and 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.
• Support attorneys and clients with administrative needs in the conference center, including notary services, document copying, scanning, faxing, technical assistance, and facilities management.
• Assist with office communications, including creating, proofreading, and editing invitations, announcements, and other correspondence.
• Provide general administrative support, such as assembling files, stuffing envelopes, making travel arrangements, submitting expense reimbursements, entering time, and handling routine tasks as needed.

Job Requirements:

• Some college preferred, or equivalent combination of education, training, and experience.
• Minium of 3 years of experience working in an office setting required. Previous law firm experience preferred, but not required.
• 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.
• Ability to retrieve and distribute files weighing up to 40 pounds and ability to retrieve and replace objects from shelves up to 8 feet high, sometimes a large amount in a day.
• Work may require irregular hours from time-to-time and occasionally requires more than 40 hours per week to perform the essential duties of the position.

Frost Brown Todd offers a competitive salary and a comprehensive benefits package including medical, dental, vision, life, disability, and 401k/profit sharing retirement package.

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.

Frost Brown Todd is fully committed to equality of opportunity in all aspects of employment. It is the policy of Frost Brown Todd 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.