Office Assistant/Receptionist

Indianapolis, IN, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $15.00 - $19.00

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Vision Insurance

Life insurance

short-term disability

long-term disability

Paid parental leave

employee wellbeing programs

Employee assistance program

Paid Time Off

401k retirement plan with employer matching and profit-sharing

Job Description

FBT Gibbons LLP is a well-established national law firm dedicated to serving companies operating in the middle market sector. With a workforce of nearly 1,500 professionals spread across 26 offices throughout the United States, FBT Gibbons supports a wide range of clients from large multinational corporations to mid-sized businesses and growth-oriented startups. The firm prides itself on a culture that values collaboration, diversity, and professional growth, which allows its teams to deliver exceptional service to clients while fostering a vibrant and inclusive workplace environment. At FBT Gibbons, employees work together across departments and geographic locations to meet the diverse needs of its clientele, which includes some of the most dynamic businesses in the country. The firm's commitment to diversity enriches its culture and empowers its workforce to achieve outstanding results collectively. It welcomes talented professionals who bring not only valuable skills but also a collaborative mindset and a dedication to client success and continuous improvement. Joining FBT Gibbons means contributing meaningfully to the firm’s mission, learning from highly skilled colleagues, and building a career that evolves with your ambitions and capabilities.

We are currently looking for an Office Assistant/Receptionist to join our team and contribute to the smooth and efficient operation of our office environment. This role is critical in providing administrative and office support under the guidance of the Office Manager, ensuring the effective delivery of legal services. The Office Assistant/Receptionist will be the first point of contact for clients, visitors, and vendors, requiring strong interpersonal and communication skills to represent the firm professionally and courteously. The ideal candidate will be adept at handling multiple tasks simultaneously, prioritizing effectively in a fast-paced setting, and demonstrating excellent organizational capabilities. Responsibilities include managing incoming calls, greeting and directing visitors, maintaining the reception area and conference rooms, organizing meeting logistics, and supporting attorneys and business professionals with various administrative duties. This position requires discretion and the ability to handle confidential information with care. FBT Gibbons offers a competitive salary alongside a comprehensive benefits package, including medical, dental, and vision coverage, life insurance, disability benefits, paid parental leave, employee assistance programs, paid time off, and a 401(k) retirement plan with both employer matching and profit-sharing. The role is full-time and onsite, demanding occasional irregular hours as necessary to meet business needs. This opportunity is perfect for individuals seeking to develop a lasting career within a reputable law firm known for its commitment to excellence and employee growth.

Job Requirements

High school diploma or equivalent
minimum of 1 year of customer service experience
previous law firm experience preferred
proficiency with Microsoft Office applications
ability to operate standard office equipment
strong organizational skills
ability to manage multiple tasks and shift priorities in a fast-paced environment
ability to handle confidential information with discretion
strong interpersonal and communication skills
ability to answer and transfer calls and greet clients professionally
attention to detail and accuracy in clerical tasks
physical ability to retrieve and distribute files weighing up to 40 pounds and access shelves up to 8 feet high
willingness to work occasional irregular hours and more than 40 hours per week

Job Qualifications

High school diploma or equivalent
minimum of 1 year of customer service experience, preferably in an office or professional setting
proficiency with Microsoft Office applications including Word, Excel, and Outlook
ability to operate standard office equipment such as multi-functional devices, copiers, printers, and scanners
strong organizational skills with the ability to prioritize tasks and meet deadlines
ability to handle confidential information with discretion
strong interpersonal and communication skills to interact effectively in person, by email, and by telephone
ability to follow instructions from diverse groups including attorneys, managers, business professionals, and vendors
ability to answer and transfer calls and greet clients courteously and professionally
ability to perform clerical tasks requiring sustained attention to detail and accuracy in a high-volume environment
physical capability to retrieve and distribute files weighing up to 40 pounds and access shelves up to 8 feet high
flexibility to work occasional irregular hours and more than 40 hours per week as needed

Job Duties

Answer and route all incoming calls to the appropriate firm personnel
greet clients, vendors, and visitors
ensure proper check-in, clearance, and routing in accordance with firm policies
notify attorneys and assistants of arrivals
direct visitors to designated conference rooms
maintain the cleanliness and organization of the reception area, conference rooms, and surrounding common areas
provide beverage service and support general conference room needs for meetings and visitors
manage conference room schedules using office software
coordinate logistics for meetings, events, and receptions
coordinate food orders for meetings and events, including setup and payment arrangements
track and reconcile parking validations issued to clients and visitors, including monthly reconciliation of charges
monitor inventory and maintain office and kitchen supplies
confirm receipt of deliveries
assist the Office Manager with maintenance requests as needed
provide administrative support to attorneys and business professionals on a backup or overflow basis, including copying, scanning, travel arrangements, expense reimbursements, and other routine tasks
assist the Office Manager, attorneys, and business professionals with special projects as needed
observe confidentiality in all client and firm matters