Receptionist

Essential Duties and Responsibilities

• Greet clients, visitors, and vendors in a professional, courteous, and welcoming manner.
• Answer, screen, and direct incoming telephone calls.
• Maintain visitor logs and coordinate building access and security procedures.
• Receive and distribute deliveries, packages, and courier items.
• Monitor and maintain the appearance and professionalism of the reception area and conference rooms.
• Coordinate conference room reservations and meeting logistics.
• Set up conference rooms for internal and client meetings.
• Order, receive, and arrange food, beverages, and catering for meetings and events.
• Ensure conference rooms are properly stocked, clean, and ready for use.
• Afford assistance with firm functions, client receptions, training sessions, and special events.
• Office Services Support
• Serve as a backup resource for office services and administrative functions during absences or peak workload periods.
• Sort and distribute incoming mail and prepare outgoing mail and courier packages.
• Deliver mail and outgoing packages to the Post Office and FedEx drop locations.
• Afford assistance with copying, scanning, printing, filing, and general office services support.
• Monitor office supply inventory and place orders as needed.
• Cook service requests with building management and outside vendors.
• Deliver documents to courts, clients, and other businesses when necessary.
• Overflow Administrative Support
• Provide overflow support to attorneys, Legal Administrative Assistants (LAAs), ASAs), paralegals, and administrative departments, including routine document preparation, formatting, proofreading, scanning, and administrative tasks to support attorneys and staff during peak workload periods.
• Schedule meetings and assist with calendar management.
• Enter time, process expense reimbursements, and assist with billing-related administrative tasks as assigned.
• Other Duties
• Support special projects, firm initiatives, and administrative needs as assigned.

Requirements

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• Prior receptionist, customer service, hospitality, or administrative experience required; law firm or professional services experience preferred.
• Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Ability to learn and effectively utilize firm technologies, including document management, conference room scheduling, telephony, and expense management systems.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to prioritize multiple assignments and respond effectively in a fast-paced environment.
• Ability to exercise professionalism, discretion, and sound judgment when handling confidential or sensitive information.
• Strong client-service orientation and ability to remain poised and professional in a fast-paced environment.
• Demonstrated reliability, punctuality, and commitment to regular attendance.

Physical Requirements

• Ability to sit, stand, walk, bend, and lift up to 25 pounds occasionally.
• Ability to move supplies, boxes, hospitality items, and meeting materials within the office.
• Regular interaction with attorneys, clients, visitors, and firm personnel is required.
• The role requires a high level of professionalism, responsiveness, discretion, and customer service.