Receptionist

Receptionist

Receptionist

Category

Administrative Support Staff

Location

New York, New York

Employment Type

Permanent

Salary

$58000 - $68000



Job Description:

Job Description

ESSENTIAL JOB FUNCTIONS:


Meet & Greet:

  • Opens the reception floor and conference rooms promptly at established timeframe and is readily available to meet all business needs.
  • Greets all clients and visitors in a professional manner and notifies employee contact of their arrival, escorting visitors to conference rooms as needed.  
  • Offers clients access to restrooms, the coat closet, and beverages to ensure they feel welcome and comfortable.
  • Ensures all visitors are entered into the building security system in accordance with procedures.
  • Provides any and all information and/or assistance to clients, visiting attorneys, and vendors.
  • Supports Marketing and other Departments and Practice Groups for special events and helps them manage large groups - sign in sheets, coat check, etc.


Telephone & Voice Mail Systems:

  • Administers and accurately answers or directs all incoming calls and forwards as needed.
  • Uses voicemail in accordance with firm procedures and Reception Team protocols, emailing telephone messages timely to the attorneys and coping secretaries.
  • Answers inquiries and sends calls to the appropriate party.  
  • Places long distance, local, and conference calls as needed by attorneys and visitors in accordance with Firm procedures.


Conference Room Support:

  • Processes requests for conference rooms and breakout rooms using Condeco.
  • Searches for available conference rooms as needed and seeks out assistance from Supervisor to resolve conflicts.
  • Assigns visiting attorney offices within office protocols
  • Assists secretaries with Condeco requests and ensures that meetings are in appropriate conference rooms.
  • Confirm conference room reservations in Condeco and email daily confirmations to lawyers and secretaries.
  • Notifies Catering and AV services in a timely manner regarding changes and conflicts in schedule.


Administrative Duties:

  • Recognizes business needs as a priority, identifies and escalates issues if not able to resolve on own.
  • Coordinates with coworkers to manage lunch breaks, coverage, and vacation requests, always ensuring proper coverage.
  • Performs other duties as assigned for the efficient function of the department, office and Firm.



Job Requirements:

QUALIFICATIONS / KSAs:

  • College education strongly preferred.
  • Law firm or professional services reception experience strongly preferred.
  • Must possess the ability to remain pleasant and accommodating under pressure.
  • Strong interpersonal skills, pleasant telephone manner, and polished professional appearance required.
  • Excellent customer service and communication skills required.
  • Willing and able to work overtime when required.
  • Knowledge of systems and tools that are required to ensure Attorney meetings run smoothly, such as: Condeco; eTenants; Cisco; Online Directory.
  • Ability to prioritize effectively and manage competing priorities, ensuring efficient use of time to meet multiple objectives simultaneously.