Receptionist/Operations Assistant

Where Law and Innovation Meet

At Epstein Becker Green, you’ll build a career at the intersection of workforce management, health care, and life sciences. Since our founding in 1973—and across offices in key markets nationwide—we’ve taken an industry-focused approach to counseling, litigation, and regulatory work. From day one, you’ll contribute to high-impact projects across firm and client initiatives for organizations ranging from emerging companies to large enterprises, with access to mentorship and training and clear paths to expand your skills and responsibilities. You’ll join collaborative teams grounded in respect, inclusion, and practical problem-solving—so you can do your best work and see the results in real client outcomes.

Our reputation is reflected in independent rankings and awards, but we measure success by the impact you can make and the colleagues who help you make it. Our model supports cross-office collaboration, modern knowledge tools, and opportunities to explore adjacent practices and industry issues as your interests evolve. If you’re seeking a place to do sophisticated work, learn from supportive colleagues, and build a career with flexibility and purpose, look to Epstein Becker Green.

Summary:

Under the supervision of the Office Administrator, the Receptionist/Operations Assistant performs all functions related to receiving calls, clients, vendors, and deliveries and directs them to appropriate individual(s) within the firm according to established policies and procedures.  Facilitates conference room and visitor office scheduling requirements.  Coordinates office maintenance requests including HVAC requirements.  Maintains contact with attorneys, business professionals and clients and observes confidentiality of client and firm matters as well as assisting on special projects as assigned. Performs a wide variety of accounts payable tasks and processing vendor invoices.  The Receptionist/Operations Assistance is responsible for daily operations and handling of records management as well as the IBS Security System.

Responsibilities:

• Greet visitors and clients and notify the appropriate employee of their arrival
• Answer and manage the main switchboard, directing calls and relaying messages to attorneys and team members
• Maintain a clean, organized, and professional reception desk and surrounding area
• Schedule and confirm conference room reservations using the Meeting Manager conference room booking system
• Schedule and coordinate visitor office reservations and related requirements, including maintaining visitor logs, assigning access cards, and coordinating visitor office assignments
• Assist with event planning, including ordering catering and coordinating all aspects of conference room reservations and set-ups for internal meetings and events in the Columbus office
• Coordinate HVAC and office maintenance requests with EBG Administrative Management and Property Management
• Assist with building and office maintenance requests as needed
• Coordinate and schedule services with external vendors
• Distribute garage parking permits
• Manage parking validation processes and coordinate monthly parking invoice payments and reporting to payroll to ensure proper payroll deductions
• Process and allocate expenses to appropriate accounts and cost centers by reviewing invoices and expense reports and recording entries
• Process vendor payments by monitoring discount opportunities, verifying federal ID numbers, preparing and scheduling checks, resolving purchase order/contract/invoice discrepancies, ensuring credit is received for outstanding memos, and issuing stop payments or purchase order amendments as needed
• Assist in managing the IBS Front Door Security System, including tracking IBS access fobs
• Assist legal assistants and paralegals with various projects, including Bates stamping documents, attorney time entry, deposition preparation binders, and filing support
• Perform light administrative duties and support special projects, including stuffing envelopes, attorney time/data entry, expense reimbursements, document typing/editing, and scanning projects
• Provide backup support to the Office Administrator

Skills Required:

• Excellent communication skills with the ability to anticipate needs and think through processes
• Positive attitude with strong telephone etiquette and excellent interpersonal skills
• Ability to maintain a poised and professional demeanor at all times, including when interacting with clients, attorneys, and business professionals
• Strong judgment and discretion when handling calls and sensitive information
• Highly motivated, proactive team player
• Strong calendar management skills
• Strong organizational skills with a high level of attention to detail
• Ability to multitask, meet deadlines, and perform effectively under pressure
• Ability to work both independently and collaboratively
• Ability to handle confidential information appropriately
• 2–5 years of prior administrative experience in a law firm preferred but not required
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Flexibility to work minimal overtime as needed
   

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.

(CA OR NY ROLES:) The expected salary range for this position ranges from $21.64/hour - $24.04/hour.  It is not typical for offers to be made at or near the top of the range. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and where applicable, licensure or certification obtained. Market and Firm factors are also considered. In addition to the base salary and a generous employee benefits package, successful candidates are eligible to receive a discretionary bonus.

Epstein Becker Green is an equal opportunity employer and will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable fair chance laws.