Receptionist & Document Management Assistant

Receptionist & Document Management Assistant (Front Desk + Mailings + Scanning/E-Filing)

On-Site | Center Moriches, NY | Full-Time

About Us

Davey Law P.C. is a fast-growing boutique law firm on the East End of Long Island. We focus on real estate, estate planning, and estate & trust administration. Our team is known for precision, white-glove client service, and organized, high-quality work.

We’re looking for a Receptionist & Document Management Assistant who can run point at the front desk while keeping our document flow tight and our electronic files clean, complete, and accurate. This role supports scheduling and routing; client intake is handled by our Intake Specialist.

What You’ll Do

Front Desk + Phone Coverage

• Answer incoming calls, greet clients, and manage a polished, friendly front office experience
• Handle client and caller interactions with warmth, professionalism, and discretion
• Route calls and messages to the right team member with clear notes and urgency flags
• Schedule prospective clients for intake with our Intake Specialist
• Maintain a simple message/lead log as directed and keep follow-ups moving so nothing falls through the cracks

Mail Handling + Mailings

• Receive, date-stamp, sort, and distribute incoming mail daily
• Prepare outgoing mailings (certified/return receipt, priority, overnight) and maintain tracking/proof of mailing
• Scan and save mailing receipts and tracking confirmations to the correct electronic matter file

Scanning + Document Management

• Scan incoming documents promptly and ensure files are legible, complete, correctly oriented, and properly named
• Save documents to the correct client/matter using firm naming conventions
• Flag time-sensitive items immediately (court notices, lender/title items, deadlines, certified mail)
• Maintain a clean workflow from physical intake to digital filing (inbox → scan → verify saved → route → archive)

General Support

• Assist with general administrative tasks and office coordination as needed
• Keep reception area organized, professional, and client-ready
• Track scanning/mailing supplies and communicate needs proactively
• Maintain strict confidentiality and follow firm procedures for document handling

What We’re Looking For

• Friendly, confident phone presence and strong customer service skills (you can handle calls with warmth and professionalism)
• 0–3+ years of receptionist and/or administrative experience (law firm or professional office preferred)
• Reliable, punctual, and able to manage multiple priorities in a busy office
• Strong comfort with scanning, PDFs, email, and digital file organization
• Highly detail-oriented with consistent follow-through (you catch missing pages before anyone else does)
• Professional, warm communication style with clients and third parties
• Tech-savvy and comfortable working in a paper-to-digital environment

Compensation & Growth

• Hourly pay: $17.00–$20.00/hour, commensurate with experience
• Bonus opportunities tied to performance and operational accuracy
• Growth opportunities as the firm expands, including increased responsibility and leadership within front office operations and document management

Why Join Us?

This role is mission-critical: you’re the first impression of the firm and the gatekeeper of our document system. If you’re organized, reliable, friendly with clients, and take pride in doing things the right way the first time, you’ll thrive here.

Apply with your resume and references by email to [email protected]

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• Paid time off
• Professional development assistance
• Retirement plan

Education:

• High school or equivalent (Preferred)

Language:

• English (Preferred)

Shift availability:

• Day Shift (Preferred)

Ability to Commute:

• Center Moriches, NY 11934 (Required)

Work Location: In person