Administrative Assistant / Receptionist Coast to Coast Closings, LLC Tyngsboro, MA Job Details Full-time $22 - $25 an hour 1 day ago Qualifications Customer communication Teamwork Administrative experience High school diploma or GED Attention to detail Organizational skills Full Job Description Position Summary The Administrative Assistant / Receptionist serves as the first point of contact for clients, attorneys, lenders, real estate professionals, vendors, and other visitors to the firm. This position provides front-office and administrative support while helping ensure that client matters, real estate transactions, schedules, and day-to-day office operations run smoothly. The ideal candidate is professional, organized, responsive, and comfortable working in a fast-paced environment where priorities may shift throughout the day. This individual should enjoy working with people, managing details, and supporting a small team where everyone pitches in. Essential Responsibilities Reception and Client Service

• Answer and direct incoming telephone calls in a professional and courteous manner.
• Greet clients, visitors, real estate professionals, lenders, and other guests.
• Monitor general email inquiries and route messages to the appropriate team member.
• Respond to routine client questions and provide appropriate information regarding appointments, closings, and required documentation.
• Maintain a welcoming, organized, and professional reception and client-facing environment. Administrative Support
• Provide general administrative support to attorneys, paralegals, and other staff.
• Assist attorney's with day-to-day tasks and special projects as needed.
• Schedule appointments, client meetings, closings, and conference rooms.
• Maintain calendars and assist with coordinating schedule changes.
• Prepare, scan, copy, organize, and distribute correspondence and documents.
• Create and maintain electronic and paper files as needed.
• Assist with incoming and outgoing mail, overnight deliveries, and courier services.
• Order and maintain office supplies.
• Assist with document filing, recordkeeping, and general office organization.
• Take photographs and upload to social marketing person.
• Develop and maintain an office supply ordering/inventory system to ensure supplies are reordered and stocked as needed.
• Deposit checks twice weekly, generally Tuesday and Friday.
• Deposit IOLTA checks promptly/as soon as possible upon receipt, rather than waiting for the regular deposit days.
• Check each morning for outgoing FedEx packages and arrange a same-day pickup when needed.
• Assist with routine post-closing requests, including sending title policies and recorded mortgages to lenders.
• Ensure paper is stocked in all printers, including the check printer and main printer. Conference Room Responsibilities Ensure pens and other necessary supplies are stocked in the conference room. Ensure the conference room is clean, organized, and presentable for clients and closings. Real Estate Transaction Support
• Assist with opening new real estate files and entering client and transaction information into the firm's systems.
• Collect and organize documents and information needed for purchase, sale, refinance, and other real estate transactions.
• Request or assist with obtaining deeds, tax information, payoff information, municipal information, title-related documents, and other transaction materials.
• Assist with communications among clients, lenders, brokers, attorneys, title professionals, and other parties involved in transactions.
• Help ensure files contain required information and documentation prior to scheduled closings.
• Update transaction information and status as requested by attorneys or paralegals.
• Assist with preparing closing rooms and materials for scheduled transactions.
• Provide additional administrative support associated with post-closing documentation and file completion. Qualifications
• High school diploma or equivalent required; additional administrative, legal, or business education preferred.
• Previous administrative, receptionist, legal office, real estate, title, mortgage, or professional services experience preferred.
• Strong customer service and interpersonal skills.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines.
• Ability to maintain professionalism when working with clients and handling confidential or sensitive information.
• Comfortable working independently while also supporting a collaborative team.
• Strong computer skills, including Microsoft Office and/or Google Workspace.
• Ability to learn legal practice management, closing, title, document management, and other office software. Preferred Experience
• Residential or commercial real estate transactions
• Real estate closings
• Law firm administration
• Title or settlement services
• Mortgage or lending
• Real estate brokerage
• File or document management system Closing or title software such as

Qualia Pay:

$22.00 - $25.00 per hour Expected hours: 40.0 per week

Work Location:

In person