Receptionist / Office Services

General Summary:

• Under general supervision by the Administrative Partner, the Receptionist is responsible for ensuring that the office operates efficiently by assisting with facility maintenance, client care, and a wide variety of general administrative and support tasks for all personnel and attorneys, as well as receiving clients and visitors in person and on the phone.

Essential Duties and Responsibilities:

Essential job responsibilities include, but may not be limited to the following, and duties may be expanded as business needs evolve:

• Answer all incoming phone calls, receive clients and visitors in the office and ensure all visitors and callers receive exceptional service;
• Maintains conference rooms for immediate use and provides set-ups if needed. This includes cleaning after each event/meeting if needed.
• Order food for meetings and events and assist with food set-up;
• Maintain general office cleanliness, organization and sanitation of all common areas;
• Act as a client concierge and ensure a stellar client experience, including handling client relation activities and planning client appreciation initiatives;
• Ensure smooth office operations by acting as primary contact for employees for all office and facilities related inquiries and handling or directing inquiries as appropriate;
• Provide clerical and administrative support to attorneys, timekeepers, legal secretaries and administrative partner as needed;
• Handle in-coming and out-going deliveries, fax delivery and sending.
• Works with building maintenance for any office issues that may arise. This will include requesting work orders for the building.
• Maintains the Community Room (Kitchen), Conference Rooms and the Coffee Bars in presentable condition and stocks sufficient inventory of supplies.
• Order office supplies.
• Assist with large print jobs, copy jobs and assemble binders.
• Scan all in-coming mail and other documents if needed.
• Responsible for making sure the firm’s copiers and printers are clean and working and fully stocked with paper; includes the areas around the copiers and printers as well.
• Assist with submitting vendor invoices and following up on records requests;
• Other clerical assistance as assigned;
• Interacts congenially with clients, attorneys, paralegals, secretaries, all other staff and other representatives in and outside of the Firm.

Job Requirements:

• Ability to adhere to a schedule of 8:00 – 5:00 Monday through Friday;
• 2 years’ experience in a receptionist, administrative, client services or related capacity;
• Event planning experience is a plus;
• Superb interpersonal skills, including a positive attitude, client-first mindset and ability to work in a collaborative, fast-paced environment;
• Excellent communication skills, including the ability to effectively communicate verbally and in writing with clients and personnel at all levels;
• High attention to detail and pride in accuracy of completed work;
• Must demonstrate a high level of trustworthiness, integrity and professional discretion;
• Ability to think independently and possess good judgement;
• Ability to recognize and resolve problems efficiently, independently or in a team setting;
• Strong computer skills, including proficiency in Microsoft Outlook, Word, and Excel;
• Knowledge of Rendezvous booking software is a plus (or a similar program);
• Valid authorization to work in the U.S.