Law Firm Receptionist

Job Description:

Job Responsibilities

COMMUNICATION

• Serve as the firm's primary ambassador, ensuring a welcoming and professional first impression for clients and guests both in-person and over the phone.
• Effectively communicate by listening, clearly articulating information, and managing situations with professionalism and poise.
• Facilitate smooth client and visitor interactions, guiding them to appropriate locations and providing necessary administrative support.

CLIENT AND GUEST SERVICE

• Foster a warm and welcoming environment where every client and guest feels valued and respected.
• Greet clients and guests by name, maintaining eye contact, and escort them to their meeting rooms to enhance their experience.
• Provide tailored concierge services, including coordinating transportation, dining, and entertainment reservations.
• Anticipate client and guest needs, responding promptly and professionally to varied requests, such as providing umbrellas on rainy days.
• Collaborate seamlessly with internal departments like Conference Technology, Facilities, and Catering to ensure high-quality service delivery.

KNOWLEDGE RESOURCE

• Maintain a thorough understanding of the firm, its personnel, and policies to effectively assist clients and guests.
• Manage conference room bookings using EMS software, ensuring all meeting requirements, including technology and catering, are met.
• Offer local insights and recommendations to enhance clients’ and guests’ experiences during their visits.
• Communicate with the Manager of Operations to address facilities issues

TECHNOLOGY AND OTHER RESPONSIBILITIES

• Utilize conference room software to its full capacity, including running and analyzing daily usage reports.
• Assist in preparing quarterly security system access reports and ensure the proper receipt and distribution of legal documents.
• Participate in necessary training programs to maintain proficiency in relevant software and technologies.
• Perform special projects and other duties as assigned, maintaining flexibility to accommodate firm needs.

Job Requirements:

Qualifications

Knowledge, Skills and Abilities

• Demonstrated  ability to provide exceptional service skills for visitors and staff, handling non-legal matters of a routine nature.
• Demonstrated ability to communicate clearly and professionally, with strong interpersonal skills to interact effectively with a diverse group of people.
• Ability to adapt to changing priorities and maintain a productive and committed work effort, meeting deadlines and managing workload.
• Demonstrated ability to work effectively both independently and with others in a cooperative, enthusiastic and friendly manner to accomplish position functions and participate in team efforts.
• Solid proficiency in Microsoft Word, Excel and PowerPoint a plus. Basic understanding of audio and video conferencing, Microsoft Teams and Zoom would be helpful.
• Familiarity with Kastle Visitor Management System, C-CURE 9000, and/or EMS (Event Management System) is a plus. Must be adept at learning new applications.
• Ability to alter regular work schedule and a willingness to work overtime to meet firm business needs or deadlines.
• Ability to maintain a professional appearance and strict adherence to required dress code for this position.
• Able to safely lift, move and carry items weighing up to 25 lbs without assistance.

Education

The position requires an Associate’s Degree or equivalent. Equivalent experience may substitute for education.

Experience

The position requires a minimum of two (2) years of direct experience demonstrating knowledge, skills and abilities relevant to the position. Work experience in a legal or corporate environment is a plus.