Receptionist

Basic Function

Full-time (40hrs./wk.; Mon-Fri in office 8:30am to 5:30pm). This non-exempt position provides exceptional client service, hospitality, and reception support. The receptionist will answer incoming calls, determine their nature, and direct callers to the appropriate destination, or take a message and pass it along to the appropriate team member. The individual will also greet and direct clients and visitors, handle parking validations and keep a log of visitor badges and assign them out/in.

Essential Duties

• Professionally answer and direct all incoming calls. Respond promptly to all phone calls, e-mails, and written correspondence.
• Assist and greet internal and external clients in a professional and hospitable manner and direct guests to the appropriate location within the Firm.
• Provide general information and validate parking for clients.
• Maintain supply of parking validations and order as needed.
• Assist Office Coordinator with planning office events and other special projects as needed.
• Responsible for general upkeep of the reception desk, reception area, café and lounge.
• Assist with scheduling visiting attorney offices and conference rooms.
• Assist in ensuring that last-minute changes are communicated to all appropriate departments and update room reservations(s) when necessary.
• Reserve Visiting offices as needed via Maptician for HB visitors from other offices, as well as assisting attorneys with securing an office/conference space in our other offices.
• Maintain and update phone list as needed and when changes are made, share via email attachment with the office.
• Establish a relationship with Security and Building Management and submit work orders as needed.
• Maintain daily check in/out sheet for in-office employees and visitors.  Setting up meetings in the Event Management System.
• Assist Office Coordinator with setting up and breaking down events. (Act as a backup to the Office Coordinator when they are out of office)
• Special projects as needed.

Other Duties

• Assist with typing memos, correspondence, and other documents on an as-needed basis.
• Assist with photocopying, scanning, and mailings at the direction of the Office Administrator and Office Coordinator.
• Open and close the reception area (e.g., propping door open in the morning and closing the door at night).
• Perform other related duties as needed or assigned.

Qualifications

• High school diploma or equivalent required.
• Knowledge/Experience The Receptionist position requires two to five years of customer service or related experience. Must have experience in a Microsoft Office environment and intermediate knowledge of computer and e-mail systems, specifically the Microsoft Office Suite (Word, Excel, Outlook). You should also have a general understanding of telephone etiquette. Skills
• The Receptionist position requires typing at 50 WPM.
• Excellent verbal and written communication skills, organizational skills, and a customer service drive are essential.
• The ability to multitask, professional presentation and appearance, punctuality, and ability to work independently on assigned tasks as well as to accept direction on given assignments are also required.

Physical Demands: Must be able to move around the office up to 25% of the time to make copies, fax, file, etc. Remains stationary at least 75% of the time. This position regularly operates computers and other office productivity machines (e.g., copier, printer, scanner, etc.). Occasionally required to move documents or file boxes weighing up to 25 lbs. This position requires constant communication and exchange of information with the Firm’s attorneys, clients, and staff. This position must be able to inspect and observe information on a computer screen at least 80% of the time.

GLC Business Services takes our commitment to safety very seriously and adheres to all OSHA standards and best practices.