Receptionist, Administrative​/Clerical

The Receptionist serves as the firm's first point of contact, creating a professional and positive impression for clients and visitors. This role manages reception, phones, and host functions while maintaining a courteous and efficient demeanor.

• Open office each morning, following office-specific procedures.
• Answer, screen and transfer all incoming calls. Take messages if requested and transmit via email, voicemail or in person. Represents the firm to clients and personnel, in a highly professional manner.
• Greets clients and other visitors and announces their arrival. Maintains records of all visitors to the firm. Validate parking where applicable.
• Partner with appropriate parties regarding event planning, including requirements, catering, room set-ups, and all other pertinent details for successful meetings.
• Maintains schedules for conference rooms. Coordinates requests for audiovisual, catering, hostess, security, room configuration and signage requirements.
• Receives deliveries to the firm and keeps records on dates and names involved.
• Ensure reception, breakrooms and meeting rooms are clean, organized and presentable for visitors.
• Ensure building and suite access safety and security process and procedures are followed by visitors and firm employees and partners.
• Partner with Office Managers to ensure adequate coverage of reception, host and telephone duties as needed.
• Relays in conjunction with facility management requests for maintenance to the facilities personnel.
• Fills in for absent personnel when needed, depending on office need.
• Maintains professional working relationship with all firm personnel, and all visitors to the firm.
• Place orders for gifts, flowers, etc. on behalf of the firm as approved and requested.
• Manages vendor performance in areas of assigned areas of responsibility as requested; processes and researches invoices as required and maintains vendor and caterer files
• Communication:
  Understands the importance of and demonstrates verbal, written, and non-verbal communications.
• Customer/Client
  
  Experience:
  
  Creates a consistent and exceptional experience for others, whether directly to external clients/customers or indirectly through internal support, that elevates the overall perception of the firm.
• Job Knowledge & Technical Skill:
  Demonstrates an understanding of objectives, duties, responsibilities, and expectations of the job with exceptional quality work.
• Team Player:
  Works within team and cross-functionally to meet required results.

• High school diploma or GED/equivalent required.
• Two (2) years reception or office administration experience with a professional services organization required; law firm experience preferred.
• Strong public relations skills required to represent the firm in a pleasant and highly professional manner to clients and personnel both in-person and by telephone.
• Time management, organization, and strong judgment to accurately manage workflows and numerous details associated with a wide variety of concurrent tasks.
• Ability to work under pressure, meet deadlines, maintain a pleasant attitude, work and think independently, and resolve conflicts and prioritize.
• May need to flex in working hours as required to complete priority projects or to provide backup coverage for all facets of the services department.
• Strong computer skills, including proficiency in Microsoft Suite, especially Microsoft Word, Excel, and Outlook.

While performing the duties of this position, the employee must have the ability to sit, stand and/or walk for extended periods of time; manipulate (lift, carry, move) weights of at least ten (10) pounds; have repetitive wrist/hand/finger movement to work on a computer and/or related office equipment; speak clearly and concisely so listeners can understand; and regularly understand the speech of another person.

The physical demands described here are representative of those that must be met by this position to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Professional office atmosphere. Sedentary work that primarily involves sitting or standing for prolonged periods. Position may require occasional off-hour meetings and events.

The work environment characteristics described here are representative of those this position may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job. However, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

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