Job Title: Legal Reception & Office Services Associate

Location: Nashville, TN 37203
Pay Rate: $21.00 per hour
Schedule: Monday – Friday | 8:00 AM to 5:00 PM

Job Summary

This position supports a professional law firm environment and serves as the front-of-house and office services support. The role focuses on reception, visitor services, conference room coordination, phone coverage, mail handling, and light print/copy support.

This is a highly customer-facing role and requires a professional presence, strong communication skills, and the ability to manage multiple tasks in a fast-paced legal environment.

Key Responsibilities

• Greet and register all visitors and employees using the visitor management portal
• Provide a professional and welcoming front-desk experience for clients and guests
• Route and answer all incoming telephone calls in accordance with firm
• Schedule and prepare conference rooms, ensuring rooms are properly set up with supplies, beverages and video conferencing as needed
• Support inbound and outbound mail services
• Handle small print and copy projects as requested
• Perform light administrative and clerical support for attorneys and legal staff
• Prepare documents, maintain files, calendars and meeting schedules as required
• Assist with legal correspondence and document preparation from draft or dictated text when needed
• Monitor attorney and staff availability to appropriately manage calls and visitors
• Maintain visitor security procedures and lobby protocols
• Serve as a firm concierge by assisting guests with directions, local area information, restaurants and services
• Maintain a clean, organized and professional lobby and reception area
• Order office and hospitality supplies and maintain supply rooms and closets
• Provide light hospitality support including coffee, water and food ordering when required
• Build professional relationships with attorneys, staff and clients
• Learn and represent the firm culture and service expectations
• Participate in firm initiatives and special events as requested
• Perform additional office services and administrative duties as assigned

Qualifications

• High school diploma required
• Two years of related business or administrative experience preferred
• Strong preference for candidates with law firm or legal office experience
• Associate’s degree or Bachelor’s degree preferred
• Proficiency in Microsoft Word, Excel and PowerPoint required
• Excellent customer service and professional communication skills
• Strong attention to detail and organizational skills
• Ability to manage multiple tasks and prioritize in a fast-paced environment
• Proactive, professional and service-oriented attitude
• Ability to maintain confidentiality and professionalism in a legal environment

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here:
https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.
https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.