Job Description

The Receptionist will be the first point of contact for clients and visitors, ensuring a positive and professional experience. This role requires excellent customer service, communication, and organizational skills. As the front office representative, the Receptionist will manage incoming calls, greet clients, and perform various administrative duties to support the office’s day-to-day operations.

Key Responsibilities:

• Greet clients, visitors, and guests in a professional and friendly manner.
• Answer, screen, and direct phone calls to the appropriate individuals or departments.
• Schedule and confirm appointments, conference calls, and meetings.
• Maintain the office’s reception area, ensuring it is neat, welcoming, and professional at all times.
• Manage and distribute incoming and outgoing mail and packages.
• Prepare and organize conference rooms for meetings, including ensuring necessary supplies and refreshments are available.
• Assist with data entry, filing, and other clerical duties as needed.
• Coordinate office supplies, ensuring the reception area is well-stocked with necessary materials.
• Handle incoming faxes and emails, directing them to the appropriate recipient.
• Maintain office visitor logs and manage visitor badges.
• Assist with basic administrative tasks such as photocopying, scanning, and faxing documents.
• Provide administrative support to attorneys and staff as needed, including filing documents and maintaining organized records.
• Ensure smooth communication between departments and be a point of contact for employees and clients.
• Assist with scheduling and coordinating travel arrangements for attorneys or staff when necessary.
• Maintain confidentiality and professionalism in all client interactions.

Qualifications:

• 2+ years of experience as a receptionist at a law firm preferred
• Strong verbal and written communication skills, with a focus on professionalism and attention to detail.
• Excellent organizational and multitasking abilities.
• Ability to handle a high volume of phone calls and manage multiple tasks simultaneously.
• Strong customer service skills and a positive attitude.
• Ability to maintain confidentiality and adhere to office protocols.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with office equipment such as copiers, fax machines, and phone systems.
• Ability to remain calm and composed in a fast-paced, busy environment.

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