What are the responsibilities and job description for the Receptionist position at Coughlin & Gerhart LLP?
Description
Performs all receptionist functions relating to answering and forwarding phone calls, greeting clients, vendors, and guests, sorting mail, and providing refreshments to visitors. Upholds positive contact with clients, attorneys and staff, and maintains confidentiality of client matters.
Responsibilities
SKILLS:
Must possess a strong attention to detail, ability to remain organized and prioritize numerous tasks to complete them under time constraints.
Performs all receptionist functions relating to answering and forwarding phone calls, greeting clients, vendors, and guests, sorting mail, and providing refreshments to visitors. Upholds positive contact with clients, attorneys and staff, and maintains confidentiality of client matters.
Responsibilities
- Operate multi-line telephone console to relay incoming, outgoing, and intra-system calls.
- Receive and record oral information from telephone callers or in person, communicate to attorneys and staff.
- Forward telephone calls and faxes to appropriate attorneys and staff.
- Meet and greet clients/visitors to the law office, ensure proper clearance and routing of such parties in accordance with firm policies; notify supervisor of difficult situations.
- Receive and record deliveries to the firm and/or individuals in the firm and route them accordingly.
- Schedule and maintain records for use of conference rooms.
- Maintain ample stationery supplies in conference rooms and assist with ordering additional supplies, as necessary.
- Uphold neatness of lobby, reception area, and conference rooms.
- Investigate and direct mail that is not addressed to a specific individual.
- Make photocopies for clients/attorneys, as needed.
- Assist staff and attorneys with clerical related tasks (i.e., organization of files, mailings, organization of medical records, library filing, data entry, etc.)
- Perform roll call during building emergency evacuations.
- Record whereabouts of firm personnel on a daily basis.
- Maintain and monitor visitor badge inventory.
- Assumes other duties as assigned by the Firm Administrator.
SKILLS:
Must possess a strong attention to detail, ability to remain organized and prioritize numerous tasks to complete them under time constraints.
- Interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys and staff to provide information verbally or in writing with ordinary courtesy and tact.
- Ability to handle multiple telephone calls and visitors, lift small delivery packages, operate telephone and other office equipment.
- Knowledge of Microsoft Office.
- High school diploma required; AAS degree preferred
- Notary Public License highly desired.