Office Assistant/Receptionist

Indianapolis, IN, USA|Onsite

Job Overview

Employment Type

Full-time

Benefits

Health Insurance

Dental Insurance

Vision Insurance

Life insurance

short-term disability

long-term disability

Paid parental leave

employee wellbeing programs

Paid Time Off

401(k) retirement plan with employer matching and profit-sharing

Job Description

FBT Gibbons LLP is a national law firm dedicated to serving companies operating and investing in the middle market. With nearly 1,500 employees 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. This extensive network of talented professionals collaborates across departments and geographies to deliver outstanding legal services tailored to the unique needs of its clients. The firm prides itself on fostering a diverse and inclusive culture that empowers its teams to achieve excellence together. Diversity is seen as a key strength that enriches the firm's culture and its approach to legal service delivery, enabling colleagues to bring varied perspectives and expertise to their work. At FBT Gibbons, employees are encouraged to contribute meaningfully, collaborate with outstanding teammates, and build rewarding careers that evolve with their skills and ambitions.

Currently, FBT Gibbons is seeking an Office Assistant/Receptionist to join their team and provide essential administrative and office support under the guidance of the Office Manager. This role is instrumental in ensuring the smooth and efficient operation of the office and supporting the delivery of legal services. The ideal candidate demonstrates strong interpersonal, communication, and organizational skills with the ability to juggle multiple tasks and adjust priorities in a dynamic, fast-paced work environment. As the first point of contact for clients, vendors, and visitors, the Office Assistant/Receptionist will manage communication flow, maintain the reception and common areas, coordinate meeting logistics, and provide backup administrative support to attorneys and business professionals. This position offers an excellent opportunity to contribute to a thriving firm while gaining valuable experience in a professional legal setting. The firm offers a competitive salary and a comprehensive benefits package including healthcare coverage, paid time off, retirement plans, and more, supporting the wellbeing and growth of its employees.

Job Requirements

High school diploma or equivalent
Minimum of 1 year of customer service experience
Preferably previous law firm experience
Proficiency in Microsoft Office applications
Ability to operate office equipment such as copiers and scanners
Strong organizational and multitasking skills
Ability to handle confidential information
Strong interpersonal and communication skills
Ability to greet clients and manage phone calls professionally
Attention to detail and accuracy in clerical work
Physical ability to handle files and objects as described
Availability for occasional irregular or extended hours

Job Qualifications

High school diploma or equivalent
Minimum of 1 year of customer service experience, preferably in an office or professional setting
Previous law firm experience preferred
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 manage multiple tasks and shift priorities in a fast-paced environment
Ability to handle confidential information with discretion
Strong interpersonal and communication skills with the ability to interact effectively in person, by email, and by telephone
Ability to answer and transfer calls and greet clients professionally
Ability to perform clerical tasks requiring sustained attention to detail and accuracy in a high-volume environment
Ability to retrieve and distribute files weighing up to 40 pounds and manage physical office tasks as needed
Ability to work occasional irregular hours and more than 40 hours per week as needed to meet business requirements

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, and 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