Front Desk Receptionist

Description

Are you a talented multi-tasker who loves interacting with people? We're looking for a positive and professional Front Desk Receptionist to be the face of our local business. You'll welcome visitors, clients, and fellow employees, answer phone calls and emails, sort and deliver mail, schedule meetings, and assist us with other operations as needed. The ideal candidate is a great communicator with a strong work ethic who is interested in a meaningful role on a supportive team. Prior law firm experience is not required, but office experience is preferred. If this sounds like you, apply today!

This is a full-time, in-office position from 8:30-5 p.m. on weekdays. We are located in Mission Valley. This position requires confidence with extensive phone experience. If you cannot work these hours, commute, or do not have adequate phone experience, please do not apply for this position. Please do not call our office.

Responsibilities

Telephones:

• Answers incoming calls
• Make outgoing calls to clients, opposing counsel, or court
• Direct incoming calls as appropriate
• Obtain and enter correct information in the computer program for potential new clients who contact us
  
  

Mail

• Collect incoming mail/direct it to the proper person
• Stamp date received on incoming mail
• Process outgoing mail
  
  

Email

• Respond to emails as requested
• Forward emails to the proper person
• Arrange calls or meetings
  
  

Filing

• Organize documents in appropriate client files
• Return client files to their proper location when requested
  
  

Other

• Greets clients, guests, prospective clients, attorneys, etc.
• Maintains front office, work area, kitchen, supply room, and conference room clean/neat
• Make visitors comfortable, offer water/coffee if in-office consultation or meeting
• Receive deliveries and packages, direct to the proper person, stocks office supplies
• Assists with scanning, photocopying, faxing, making copies
• Work with vendors (building, locksmith, etc.)
• Coordinate office and technology repairs
• Assist other staff members as requested
• Perform other general office duties as requested
• Create a positive and professional first impression on behalf of the firm
• Handle deliveries and manage incoming and outgoing mail
• Schedule appointments and ensure the business calendar is accurate and up-to-date
• Complete other administrative duties as needed such as data entry, paperwork, photocopying, etc.
• Respond to incoming phone calls and emails and make sure the right people receive all important information
  
  

Qualifications

• Has experience answering telephone calls and troubleshooting stressful situations
• Conveys confidence on the phone
• Sets the tone and the pace of the client's phone call
• Shows empathy to clients and puts them at ease during their difficult time
• Treats a call at 4:30 on Friday with the same care and compassion as one on Monday morning
• Demonstrates exceptional communication skills
• Master of calendars and scheduling
• Displays impeccable interpersonal, time management, organizational, and customer service skills
• Understands the importance of deadlines and doing good work on time
• Proficient in Microsoft Office and database entry
• Ability to switch gears quickly and think on your feet
• Follows instructions and understands the importance of policies & procedures
• Generates creative solutions to workplace problems
• Go-getter with a strong work ethic
• Customer service experience is a plus
• At least two years in a receptionist or customer-facing role
• Must have experience answering phones
• Prior law firm experience is not required, but office experience preferred.
• Exhibits working knowledge of Microsoft Office and basic computer skills
• Must be computer savvy and quickly learn various programs the firm uses
• Must be able to lift and move at least 25 pounds (File boxes)
• Must be able to type 55 WPM with 90% accuracy