Front Desk Concierge Summer Temporary Part Time Job McAllen area,Texas USA,Administrative/Clerical

Organization:
Alonso & Alonso Attorneys at Law, PLLC

Reports to:
Front Desk Concierge Supervisor

Employment Type:
Part-Time Job

Location:
On-site McAllen, RGV

About Us

At Alonso & Alonso, we provide personalized attention and services tailored to the specific needs of each client. We achieve this through client education, consistent updates, thorough assessment of each case, and customized legal strategies based on each client's circumstances.

Essential Responsibilities and Duties

Client Interaction

Greet and welcome clients, visitors, and employees in a professional and friendly manner as they enter the office or facility.
Answer general inquiries about company services, directions, or other office-related matters.
Direct visitors to the appropriate departments or staff members and ensure they sign in.
Provide basic information about the company, office procedures, or services.
Handle customer or visitor complaints professionally and, if needed, direct them to the appropriate team members.

Communication Management

Answer a multi-line phone system, screen calls, and forward incoming calls.
Direct clients to the appropriate person or department, or take accurate messages.
Respond to emails and inquiries, providing necessary information or forwarding them to relevant staff.
Manage office voicemail and ensure messages are distributed promptly.
Make outbound calls and confirm client appointments.

Scheduling and Coordination

Schedule appointments, meetings, and conference rooms for staff or clients.
Keep track of office calendars and ensure scheduling conflicts are avoided.
Coordinate the availability of team members, conference rooms, and resources.

Administrative Support

Perform general administrative tasks such as filing, photocopying, and data entry.
Maintain office supplies and ensure common office areas (e.g., lobby and kitchen) are stocked and organized.
Handle incoming and outgoing mail, packages, and deliveries.
Prepare or assist in preparing documents for mail-out.
Operate office equipment such as fax machines, photocopiers, and scanners.

Office Maintenance

Ensure the front desk area is clean, organized, and fully stocked with necessary supplies.
Monitor and maintain office security by ensuring only authorized individuals enter the building.
Follow office procedures for signing visitors in and out.
Monitor office technology and software (e.g., scheduling and visitor management systems) to ensure they remain functional.
Troubleshoot basic issues with office equipment or escalate to the IT department when needed.

Confidentiality

Handle sensitive information (e.g., client records, team member schedules) with discretion and ensure confidentiality.
Follow company protocols for managing private data.

Required Qualifications

Bilingual (English & Spanish).
Proven work experience as a Receptionist, Front Office Representative, or similar role.
Proficiency in Microsoft Office Suite.
Hands-on experience with office equipment (e.g., fax machines and printers).
Professional attitude and appearance.
Solid written and verbal communication skills.
Ability to be resourceful and proactive when issues arise.
Excellent organizational skills.
Multitasking and time-management skills, with the ability to prioritize tasks.
Customer service skills.

Preferred Qualifications

Experience in a legal, corporate, or professional services environment.
Proficiency with scheduling tools or visitor management systems.
Formal customer service training or certification.
Strong conflict resolution and problem-solving abilities.

Key Performance Indicators

Timeliness and Accuracy in Task Completion - 20%
Maintain a minimum completion rate of 95% on assigned tasks within the same business day, ensuring accuracy and minimizing errors.
Efficiency Ratio - 15%
Maintain an average client handling time of 5-10 minutes per interaction while providing professional and efficient service. Extended handling times may be acceptable for complex matters such as complaints, detainee cases, or case updates.
Foot Traffic Report Tracking - 10%
Maintain 100% accuracy and completion of all daily client visit records within the designated tracking system.
Litify Documentation Accuracy - 20%
Maintain 100% documentation accuracy in Litify, ensuring all client records, notes, and updates are entered correctly with an error rate of 0%.
End-of-Day Report Compliance - 10%
Maintain 100% compliance with daily reporting requirements by submitting all End-of-Day reports accurately and before the end of each scheduled shift.
Positive Feedback from Team Evaluations - 10%
Maintain an average evaluation score between 4.0 and 5.0, demonstrating professionalism, communication, teamwork, emotional intelligence, and adherence to company standards.
Schedule Follow-Up Consistency and Documentation - 10%
Maintain 100% compliance with assigned schedule follow-ups by completing initial contact attempts by noon and all required follow-up attempts by the end of the shift, with proper documentation.
Client Satisfaction - 5%
Maintain a client satisfaction…