Receptionist/Operations Assistant

Position: Receptionist/Operations Assistant

Reports To: Office Manager

Status: Full Time, Non-Exempt

Summary

Clark Hill PLC is seeking a Receptionist/Operations Assistant for its Philadelphia office location. The Receptionist/Operations Assistant is responsible for supporting all day-to-day operations of the reception desk, as well as providing administrative support to the Office Manager and general office administrative support as needed. This position is responsible for managing the reception desk and answering all incoming phone calls; greeting all clients and visitors; working with Office Services team to research unidentified mail items for appropriate distribution; scheduling conference rooms for use and documenting needs (i.e., set-up, lunch requests, etc.) and coordinating with Office Services team regarding requests; ensures that the reception desk is open and appropriately staffed at the beginning of each work day; ensures that the reception and desk areas are neat and organized; provide overflow typing/clerical and administrative support as required or needed, per Office Manager; maintain office phone directory; and teams with backup receptionist to ensure appropriate levels of coverage are maintained at all times.

Primary Responsibilities

• Manage the day-to-day operations of the office reception desk and answer all incoming phone calls in a timely manner, route calls, and take messages as needed or required.
• Ensure that the reception desk is open and ready for business at the beginning of each business day and ensure that the reception area is neat and organized providing a welcoming atmosphere to firm guests and visitors.
• Greet all clients and visitors to the firm, and contact the appropriate attorneys, legal administrative assistants, paralegals, or other staff members to announce their presence in an efficient manner.
• Proactively ensure that excellent housekeeping standards are maintained in client facing areas (reception, lobby, restrooms, conference rooms, etc.)
• Provide visitors with parking assistance (directions, validations, etc.)
• Assist with office social event planning
• Assist with reporting maintenance issues and work orders
• Coordinate parking and facility access cards
• Serve coffee/tea and water to visitors as needed.
• Maintain and oversee the scheduling of all conference room needs and coordinate set-up instructions and information to the Office Services team to ensure that the room is prepared as requested and on schedule.
• Efficiently handle process servers pursuant to firm policy and procedures.
• Coordinate with Office Services Team to research unidentified mail items for distribution to appropriate recipient and, if needed, distribute office-wide e-mails regarding same.
• Log and transmit incoming checks and payments.
• Oversee and balance petty cash box.
• Maintain the office phone directory and other internal directories/lists.
• Provide all clients, visitors, and team members with exceptional service
• Provide general office and administrative support as needed/assigned
• Support the office running smoothly and in a positive direction
• Serve as an overflow clerical support resource for typing and other clerical and administrative needs as required or requested by the Office Manager.
• Coordinate with Office Services to submit and handle maintenance requests and serve as the primary contact for building maintenance personnel.
• Effectively team with the backup receptionist to ensure that the appropriate levels of coverage are maintained at all times.
• Perform other duties or tasks as assigned or requested (as needed) by the Office Manager
  
  

Experience/Education

• High school diploma or GED equivalent required.
• Prior, detailed experience utilizing a multi-line phone system.
• High level of organizational skills, and the ability to multi-task by handling multiple calls or inquiries at the same time.
• Excellent communication skills, both verbal and written.
• Excellent computer skills, with proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• High level customer service skills, and the ability to effectively communicate and interact with clients, guests, visitors and vendors.
• Team player orientation.
• Willingness to learn new skills and responsibilities.
• Previous experience working in a law-firm environment, preferred.
  
  

Knowledge, Skills, Abilities

• Punctuality and attendance are critical to this role
• Consistently great customer service
• Professional demeanor and positive, mature, helpful attitude
• Excellent prioritization skills
• Must demonstrate initiative and exercise good judgment
• Able to work independently with minimal supervision
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel
• Willingness to learn new skills and responsibilities
• Team player orientation
  
  

Candidates must be able to work 8:30 am – 5:00 pm, Monday – Friday with flexibility and/or occasional overtime. This is a full-time position with a schedule of 37.5 hours per week. The salary range for this position at the time of posting is $20.00-$22.00 per hour. Actual compensation will be influenced by various factors, including but not limited to employee qualifications, relevant experience, skill sets, training, internal equity, and market data. This position is eligible for an annual discretionary bonus. In addition, Clark Hill offers employees the ability to participate in health insurance with optional HSA/FSA, short term disability, long term disability, dental insurance, vision care, life insurance, 401K, vacation, sick time, parking/public transportation allowance, and an employee assistance program.