Receptionist Office Assistant

The Receptionist/Office Assistant is responsible for providing a wide range of administrative support, including managing the reception and conference room areas. The Receptionist/Office Assistant is expected to represent the firm in a polite and professional manner, and to perform all responsibilities with a commitment to providing superior service to the firm’s clients, attorneys, advisors, and team members, while maintaining an atmosphere of teamwork and continuous improvement. The responsibilities of this role encompass office services, reception, and general administrative support.

Responsibilities

The essential functions include, but are not limited to, the following:

·         Answers telephones (internal and external calls); manages call screening and routing of calls.

·         Greets clients and other visitors to the firm.

·         Monitors and manages the firm’s general inbox.

·         Manages, sorts, and distributes both incoming and outgoing mail, faxes, and deliveries.

·         Generates and distributes the weekly new matter report.

·         Facilitates the scheduling of internal meetings, which include managing conference room calendar, resolving scheduling conflicts, and arranging catering requirements.

·         Maintain in/out-of-office calendar for both staff and attorneys.

·         Ensures the office and conference rooms are well-maintained to provide a professional appearance.

·         Creates new client, new matter numbers, upon request.

·         Updates the library collection and maintains an electronic catalog of the collection.

·         Performs additional clerical, administrative, and special projects, as assigned.

Qualifications

Essential Skills

·         Professionalism: Maintaining a polished, articulate, and friendly demeanor.

·         Technological Proficiency:  Familiarity with Microsoft Office Suite, ability to handle multiple incoming calls at one time.

·         Confidentiality: Maintaining discretion with sensitive client information.

·         Time Management: Prioritizing urgent messages and visitors.

·         Organization: Ability to multitask and streamline workflow.

·         Punctual and Reliable.

Preferred Qualifications

·         Bilingual proficiency in English and Spanish is a plus, but is not required.

Education and experience

·         High School Diploma or equivalent

·         2-3 years’ administrative experience with strong communication and customer service skills

·         Previous experience in a client service-oriented field preferred

·         Use of photocopier, fax machines, and binding equipment

·         Working knowledge of Microsoft products pertaining to the specific position, including but not limited to Outlook, Word, Excel, etc.

·         Attention to detail and excellent organizational skills

·         Ability to function with a high level of patience, tact, and diplomacy in handling any complaint situations

·         Able to work under pressure and manage competing deadlines

·         Able to work well with others

·         Strong initiative required

·         Ability to work independently with minimal direct supervision

Additional Abilities Required

·         This job operates in an office setting and is largely sedentary, requiring the routine use of a computer and other standard office equipment.  The ability to open file cabinets, lift files, bend, and stand on a stool may also be required

·         Ability to lift or move 40 lbs. or greater

·         Fine and/or gross motor skills, including the ability to grasp, lift, and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 100 lbs.

·         Effective oral and written communication skills