Receptionist/Administrative Assistant

Description

Donato Brown Pool & Moehlmann is a Houston-based litigation firm trusted by insurers, corporations, and businesses throughout Texas. Our attorneys are recognized for their trial readiness, strategic advocacy, and ability to manage complex, high-exposure litigation. With more than 150 years of collective trial experience, we represent clients in state and federal courts across a broad range of civil litigation matters, including insurance defense, coverage disputes, trucking and transportation, subrogation, construction litigation, premises liability, products liability, maritime, and wrongful death claims. 

POSITION SUMMARY

We are seeking a professional, detail-oriented Receptionist/Administrative Assistant to serve as the first point of contact for our law firm. This role is ideal for someone who enjoys providing exceptional client service while supporting attorneys and administrative staff with a variety of office, accounting, and legal administrative functions.

The successful candidate will possess outstanding organizational skills, strong attention to detail, and the ability to prioritize multiple tasks in a fast-paced professional environment. Prior law firm experience is preferred but not required.

RESPONSIBILITIES

RECEPTION & CLIENT SERVICES

• Greet clients and visitors in a professional and welcoming manner 
• Answer and direct incoming phone calls 
• Manage incoming and outgoing mail, packages, and deliveries 
• Schedule conference rooms and assist with meeting preparation 
• Maintain reception area and common office spaces 
• Assist with general administrative and clerical duties as needed 

ADMINISTRATIVE SUPPORT

• Transcribe attorney time entries accurately and efficiently 
• Perform data entry with a high level of accuracy 
• Prepare, scan, file, and organize legal and administrative documents 
• Assist attorneys and staff with various administrative projects 
• Maintain confidentiality of sensitive client and firm information 

ACCOUNTING SUPPORT

• Provide backup support for the Accounts Payable function 
• Enter vendor invoices into the accounting system 
• Reconcile vendor statements and research discrepancies 
• Assist with maintaining organized accounting records 

Requirements

QUALIFICATIONS

• High school diploma or equivalent required; associate or bachelor’s degree is a plus 
• Previous receptionist, administrative assistant, or office support experience preferred 
• Law firm or legal office experience is highly preferred 
• Excellent verbal and written communication skills 
• Strong organizational and multitasking abilities 
• Exceptional attention to detail and accuracy 
• Ability to maintain confidentiality and professionalism 
• Positive attitude with a strong customer service mindset 

PREFERRED SKILLS

• Transcription experience or strong typing skills 
• Experience entering invoices and performing data entry 
• Accounts Payable experience 
• Statement reconciliation experience 
• Strong Microsoft Excel skills (highly preferred) 
• Proficiency with Microsoft Outlook, and Word 
• Experience with legal practice management or accounting software is a plus 

WHAT WE'RE LOOKING FOR

The ideal candidate is someone who is dependable, proactive, and enjoys supporting a busy team. This position requires someone who can shift seamlessly between greeting clients, assisting attorneys, entering invoices, reconciling statements, and handling confidential administrative tasks with accuracy and professionalism.