Receptionist Operations

Overview

• Serve as the first point of contact for visitors, clients, and vendors in a professional office environment.
• Provide administrative support to attorneys, management, and various departments, ensuring smooth daily operations.
• Manage conference room bookings and visitor requests, maintaining an organized and efficient schedule.
• Maintain confidentiality and professionalism in handling sensitive client and firm matters.
• Collaborate with team members to ensure seamless communication and workflow within the office.
• Utilize technical proficiency in Microsoft Office Suite and Outlook for administrative tasks.
• Contribute to a positive and welcoming office atmosphere as the front-facing representative.
• Support operational needs and assist with special projects as required by the Facilities & Operations department.

Key Responsibilities & Duties

• Answer and direct incoming calls, ensuring prompt and accurate communication with clients and staff.
• Greet visitors and vendors, providing assistance and directing them to appropriate personnel or locations.
• Coordinate conference room scheduling and visitor arrangements, maintaining an efficient booking system.
• Perform administrative tasks such as document preparation, data entry, and email correspondence.
• Maintain office supplies inventory and coordinate with vendors for replenishment as needed.
• Collaborate with attorneys and staff to support daily operational needs and special projects.
• Ensure compliance with office policies and procedures while maintaining confidentiality.
• Assist with onboarding and orientation of new staff members as required.

Job Requirements

• Bachelor of Arts (BA) degree required, with a focus on administrative or business studies preferred.
• Minimum of 3 years of receptionist or administrative experience in a law firm or corporate environment.
• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook, for administrative tasks.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Professional demeanor and excellent communication skills for client and staff interactions.
• Ability to work on-site five days a week in a fast-paced office environment.
• Experience managing conference room bookings and visitor arrangements is highly desirable.
• Must pass a criminal background check as part of the hiring process.