Receptionist

40 hours per week Receptionist/Administrative Services
Full-Time
Boston, Massachusetts

Job Description Summary

Full–time (40hrs./wk.; Mon-Fri. 8:00 a.m. – 5:00 p.m.) This non-exempt position provides effective client service, hospitality, and general office support with a variety of clerical/administrative tasks.

Essential Duties

• Responsible for general upkeep of the reception area, visiting attorney offices, office services, conference rooms, and break areas.
• Professionally answer and direct all incoming calls. Respond promptly to all phone calls, e-mails, and written correspondence.
• Assist and greet internal/external clients always in a professional and hospitable manner (smile) and direct guests to the appropriate location within the Firm.
• Provide general information and validate parking for clients.
• Verifying employee identification and issuing visitor passes.
• Maintaining and scheduling conference rooms.
• Maintaining the waiting area, lobby, or other public areas.
• Remain aware of the location of office personnel for the purpose of transferring calls or relaying messages.
• Assist with scheduling of visiting attorney offices and conference rooms.
• Provide assistance to ensure that last-minute changes are communicated to all appropriate departments and update conference room reservation(s) in the Event Management System (EMS) when necessary.
• Update Maptician for HB visitors from other offices as needed and ensure all VAO offices have the appropriate list of supplies, the desk is clean, and the phone, keyboard and mouse have been wiped clean with a disinfectant wipe.
• Stocking the kitchens in the morning, as needed throughout the day and at the end of the day
• Ensure that the office has office supplies, paper, and other items needed for attorney offices, paralegal and secretary workstations.
• Perform a physical inventory for office and breakroom supplies and ordering as needed
• Scanning, photocopying, faxing, and filing documents.
• Ensure copiers have paper, toner, and staple cartridges.
• Ensure printers have paper, toner and in some cases envelopes.
• Collecting and routing mail and hand-delivered packages.

Reporting Relationship

The Receptionist/Administrative Services Clerk reports directly to GLC Business Services, LLC Regional Director.

Other duties include:

• Type memos, correspondence, and other documents.
• May also assist with photocopying, faxing, filing, and collating.
• Maintain the general log of personnel in the office.
• Assist with planning office events and other special projects as needed.
• Ordering meals as needed.
• Set up breakfast, lunch and dinner events for food and drinks as needed.
• Clean up breakfast, lunch and dinner events that have food and drink as needed.
• Open and close the reception area (e.g., locking doors, turning off lights, etc.).
• Perform other related duties as needed or assigned.

Qualifications/Knowledge/Experience

The Receptionist/Administrative Services Clerk position requires two to five years of general office and customer service or related experience. Must have experience working in an Office environment, and intermediate knowledge of computer and e-mail systems, specifically the Microsoft Office Suite (Word, Excel, Outlook). The candidate should also have general knowledge of telephone etiquette. Knowledge of general hospitality and office services functions to include scanning, copying, and printing.

Skills

The Receptionist/Administrative Services Clerk must be very comfortable with Microsoft Office Applications including Microsoft Outlook, Work, Excel and be familiar with Microsoft PowerPoint. Knowledge of Adobe is helpful. The individual must be detail oriented and possess strong client focus, as well as strong written and verbal communication skills, with the ability to work both individually and as a member of a team. The ability to work with many different types of personalities at all levels of the organization is a must. A sense of “urgency” is of utmost importance. Must be flexible and able to adapt to change quickly. Strong organizational skills and prioritization skills are required. Ability to multi-task, 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.

Education

High school diploma or equivalent required.

Physical Demands

Must be able to move around the office up to 70% of the time to make copies, fax, file, etc. Remains stationary at least 30% of the time. This position operates computers regularly and other office productivity machines (e.g., fax machines, copiers, printers, etc.) as needed. Occasionally required to move documents or files weighing up to 40 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 30% of the time.