What are the responsibilities and job description for the Receptionist / Office Services position at Thompson, Coe, Cousins & Irons?
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);
Keep a pulse on the job market with advanced job matching technology.
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