Office Receptionist

Hours: Mon-Fri 0830-1700, full- or part-time

Location: Newstead, WFH not available

Title: Office Executive (OE)

Reports to: Client Services and Operations Manager

The firm

Rouse Lawyers is on an exciting journey as the firm’s commercial growth has seen the addition of several lawyers and legal support staff in the last twelve months. We aspire to provide the highest quality of legal services, in a business-savvy and approachable manner. Every lawyer and staff member is vital to ensuring this optimal client experience.

The firm fosters a social and supportive culture, aiming to provide an environment where everyone can develop when potential and can-do attitude are shown. Our office is based in the desirable inner-Brisbane suburb of Newstead, near the lively heritage-listed Gasworks redevelopment and beautiful river views of Hamilton.

Overview of Responsibilities 

The core objective of this role is one of hospitality, ensuring clients are greeted on the phone and in the office in a prompt and friendly manner, as well as making their visit to the office comfortable. 

Below is a non-exhaustive list of the regular and day-to-day tasks that the OE will be responsible for completing. To support the firm undertake its professional and client obligations, the OE may be required to undertake additional tasks to the below list.

1. Client services

• Answer the main office phone and forward calls to the relevant person.
• Monitor the admin email address throughout the day and forward correspondence to the relevant internal contact.
•  Open morning mail, log it in the incoming mail log, scan into NetDocuments and distribute.
• Monitor the outgoing mail tray, scan the letters attached to the enclosures into NetDocuments, log the mail in the outgoing mail register and log the mail disbursements in ActionStep.
• Book couriers and agents as directed by the fee earners, Legal Secretaries or Operations Manager.

2. Meetings

• Check the meeting room calendar at least every half-day and set up the meeting rooms with still and sparkling water, check the AV equipment is turned on and that the relevant Videocon equipment is ready.
• Order catering as directed by lawyers, Legal Secretary or Operations Manager.

3. Office care

• Turn on the dishwasher at the end of office hours.
• Turn on music in reception.
• Empty the dishwasher each morning.
• Fill the paper in all printers each morning.
• Arrange ShredX collection.
• Monitor and order office stationary.
• Monitor and order kitchen supplies.
• Tidy meeting rooms throughout the day.

Experience, qualifications and skills

Rouse recognises that experience its employees bring from outside the legal industry strengthens the firm's capabilities and multi-culture. As such, experience in the legal industry is not essential, we welcome applications from individuals who can show evidence that they will extend Rouse's warm welcome to all external parties, on the phone an in the office.

Candidates should give examples of their efficiency and attention to detail.

No formal qualifications are required but candidates will need to be comfortable with Word, Outlook and Excel, as well as showing an aptitude to learn how to use a company intranet and document storage software.