Receptionist/Administrative Assistant

Job Description

Receptionist/Administrative Assistant | Donato, Brown, Pool & Moehlmann

The Tone:
This is a full-time role at Donato, Brown, Pool & Moehlmann, located in Houston, TX. Donato, Brown, Pool & Moehlmann is a litigation firm trusted by insurers, corporations, and businesses throughout Texas, recognized for its trial readiness and strategic advocacy. This role is crucial as it serves as the firm’s first point of contact, ensuring exceptional client service while providing essential administrative, accounting, and legal support to attorneys and staff.

The TL;DR
• Role: Early Career
• Type: Full-time
• Location: In-person, Houston, TX

• Mission: Ensures smooth front office operations and provides critical administrative, accounting, and legal assistance to the firm.
• Tech Stack: Microsoft Excel, Microsoft Outlook, Word, legal practice management or accounting software

What You’ll Actually Do
• Front Office Management: Serve as the professional first point of contact for the firm, greeting clients and visitors, answering and directing all incoming phone calls, and managing incoming and outgoing mail, packages, and deliveries.
• Legal & Office Administration: Provide comprehensive administrative support by transcribing attorney time entries, performing accurate data entry, and assisting attorneys and staff with various administrative projects.
• Accounts Payable Assistance: Support the firm’s accounting functions by providing backup for Accounts Payable, which includes entering vendor invoices into the accounting system, reconciling vendor statements, and researching discrepancies.
• Workspace Maintenance: Ensure the reception area and all common office spaces are consistently maintained in a professional and organized manner, including scheduling and preparing conference rooms for meetings.
• Confidential Document Management: Prepare, scan, file, and organize both legal and administrative documents, diligently maintaining the confidentiality of all sensitive client and firm information.

The Must-Haves
• Background: A high school diploma or equivalent is required, providing a foundational understanding of general office procedures and client interaction.
• Experience: Prior experience as a receptionist, administrative assistant, or in a similar office support role is highly preferred, especially within a law firm or legal office setting.
• Skills: Demonstrates excellent verbal and written communication abilities, strong organizational skills, exceptional attention to detail, and a proactive customer service mindset, along with proficiency in Microsoft Outlook and Word.
• Bonus: An associate or bachelor’s degree, strong Microsoft Excel skills, prior experience with transcription, accurate invoice data entry, accounts payable processes, statement reconciliation, and familiarity with legal practice management or accounting software.