Administrative Office Assistant/Department Assistant

Description

Becker was honored by U.S. News & World Report as one of the best law firms to work for in both the 2024 and 2025 inaugural lists, reflecting our strong commitment to employee well-being, professional development, and a supportive workplace culture. Come be a part of our award-winning team!

Becker is a diverse, multi-practice, commercial law firm with offices in Florida, New York, New Jersey, Washington, D.C., and international affiliates. Since 1973, we’ve built a culture that is collaborative, creative, and passionate about growth. Our client-focused approach is rooted in exceeding expectations and building lasting relationships.

Why Join Becker?

Career Growth & Development

• We are deeply committed to employee growth. We want every team member to thrive professionally and personally—and be part of Becker’s future.
• All new employees receive individualized training tailored to their role and our industry-leading software systems.

• Medical, dental, and vision insurance
• Employer-paid benefits and mental health coverage
• Ancillary products including short-term disability and life insurance
• 401(k) with employer match
• Paid Time Off (PTO), paid holidays, and commuter benefits
• Access to internal wellness initiatives, including the Becker Mental Health and Wellness Committee

Client Services & Reception

• Answer and route incoming calls; provide coverage for reception as needed.
• Greet clients and visitors; notify staff of arrivals.
• Monitor attorney/staff attendance and availability.
• Maintain lobby appearance, including business card displays.
• Provide hospitality services (beverages, meeting setup, and cleanup).
• Coordinate conference room scheduling and readiness, including A/V setup.

• Open, scan, distribute, and deliver incoming mail, faxes, and packages.
• Handle outgoing mail, FedEx, and post office runs.
• Process daily bank deposits and log incoming checks; assist with trust checks.
• Assist with vendor invoices, check requests, petty cash, and expense reports.
• Maintain office supplies, kitchen inventory, and equipment functionality.
• Coordinate maintenance requests, vendor services, and facility needs.
• Prepare offices/workspaces for attorneys and visitors.
• Assist with large mailings, document preparation, and general clerical tasks.
• Support Office Manager with day-to-day operations and special projects.
• Cross-train and provide backup support for reception and office services.

• Assist attorneys and staff with document preparation, editing, and processing.
• Support e-filing, litigation document handling, and matter/file opening.
• Maintain calendars, schedule meetings, and coordinate travel arrangements.
• Prepare correspondence, reports, proposals, retainer agreements, and marketing materials.
• Track and follow up on documents requiring signatures (including DocuSign).
• Assist with time entry, billing processes, and conflict checks.
• Coordinate notarizations, filings, and registrar submissions as needed.

• Create, organize, and maintain electronic and physical files.
• Scan, save, categorize, and index documents within document management systems.
• Maintain file accuracy in accordance with master indexes.
• Handle file opening, closing, archiving, retrieval, and storage requests.
• Reclassify and organize documents from legacy systems.
• Update and maintain file rooms and storage systems.

• Coordinate meeting logistics, including catering and materials.
• Assist with firm events, marketing initiatives, and trade shows.
• Prepare meeting packages and presentation materials.
• Support office events, staff functions, and client-related activities.

• Provide backup support for mail processing, deposits, and office service requests.
• Perform miscellaneous administrative and operational tasks as needed.

• Strong verbal and written communication skills.
• Excellent organizational, multitasking, and time management abilities.
• High attention to detail and ability to meet deadlines in a fast-paced environment.
• Strong interpersonal and customer service skills.
• Proficiency in Microsoft Office and general office technology.
• Familiarity with document management and legal software (e.g., iManage, FileSite, Aderant, Worldox, DocuSign, Zoom) preferred.

• High school diploma or equivalent required; additional administrative or technical training preferred.