Administrative Specialist/Receptionist

Responsibilities

• Answer main office phone line.
• Greet guests.
• Schedule conference rooms, hospitality services, videoconferencing equipment, etc.
• Confirm arrangements.
• Place catering orders for meetings and events.
• Issue loaner and permanent office badges – activate and deactivate as necessary.
• Issue orders for staff relations requests – flowers/food/gifts.
• Afford assistance with branded communications to office.
• Liaise with property management for maintenance requests, loading dock/delivery issues, and janitorial services.
• Cook up parking.
• Obtain Operations/Facilities estimates and coordinate schedules with vendors as necessary.
• Process department invoices.
• Review invoices for accuracy and submit for approval.
• Interact with Accounts Payable to ensure checks are processed as necessary.
• Complete expense reports as required for Operations services.
• Maintain Daily Notice.
• Make copies, assemble reports, and/or send electronically as requested.
• Serve as Sustainability Lead for one or more offices.
• Afford assistance with coordination of office and/or department events, including blood drives, special events, and parties.
• Other duties as assigned.

Desired Skills

• Strong communication and interpersonal skills required to interact with staff and attorneys on a regular basis.
• Good organizational skills necessary to maintain files, coordinate schedules and track a variety of data.
• Ability to work effectively in a fast-paced environment.

Essential Job Expectations

• Effectively communicate, verbally and in writing, with clients, lawyers, business professionals, and third parties.
• Produce deliverables, answer phone calls, and reply to correspondence in an efficient and responsive manner.
• Provide timely, accurate, and quality work product.
• Successfully meet deadlines, expectations, and perform work duties as required.
• Foster positive work relationships.
• Comply with all firm policies and practices.
• Engage in both physical and sedentary activity, such as (a) working at a computer for extended periods of time, including on-screen reading and typing; (b) participating in digital/virtual conference calls; (c) participating in meetings as needed.
• Ability to work under pressure and manage competing demands in a fast-paced environment.
• Perform all other duties, tasks or projects as assigned.

Physical Demands

• Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
• Sedentary work involves sitting most of the time.