Receptionist

Job Description:

Responsibilities include:

* Supporting the day-to-day office operation by welcoming clients, visitors and attorneys and staff to the office and ensuring a seamless arrival and exceptional experience.

* Maintaining a professional manner when dealing with internal and external clients. Adhere to professional standards in appearance and dress.

* Responding to all Reception inquiries and direct to appropriate departments or persons for fulfillment.

* Answering incoming external and internal calls and providing information and assistance as appropriate.

* Pre-registering guests and ensuring the security of the workplace by notifying Building Security, the Director of Administration or another appropriate manager of unwanted guests in the firm. Provide clearance for non-registered guests as appropriate.

* Booking and confirming conference rooms for internal and external clients including food and refreshment orders, facilities set-ups and additional IS requirements using the firm's booking and reservation system.

* Booking and confirming flexible workspace reservations. Adjusting and prioritizing existing reservations to accommodate seating needs.

* Notifying Catering, Facilities and IS with any modifications or cancellations of conference room reservations.

* Monitoring conference room activity and communicating with appropriate departments to facilitate re-stocking and daily clean-up.

* Resolving potential conference room conflicts by working with the Conference Center Coordinator and/or appropriate parties. Advise manager of potential issues when they arise. Make every effort to be solutions-oriented and proactive when working through conference room bookings.

* Coordinating with the Client Services Coordinator and seek approval from the Director of Administration for non-client billable meeting and events and/or extended reservation per the event form guidelines.

* Arranging for car service reservations for clients and attorneys upon request.

Job Requirements:

Qualifications

* Comfortable meeting and engaging with new people and exhibiting a warm and welcoming demeanor.

* Utilize a high level of attention to detail as well as strong interpersonal skills.

* Have a positive attitude and strong sense of urgency in resolving any issues that arise.

* Must have interpersonal skills necessary in order to communicate in-person, by email and telephone.

* Ability to follow instructions effectively from a diverse group of attorneys and staff and provide information with courtesy and tact.

* Ability to remain pleasant and accommodating at all times. Work occasionally requires a high level of mental effort and strain when performing essential duties.

* Ability to utilize and navigate various technology platforms and applications.

* Ability to determine when guidance or assistance is required from the coordinator or manager relative to daily operations or unusual circumstances.

* Ability to work overtime as necessary.

Experience

* High School Diploma or GED required.

* One or more years of administrative experience working in a law firm, other professional services or corporate environment.