Receptionist

Duties and Responsibilities

• Greets visitors in a professional and friendly manner
• Maintains security by monitoring the reception area and addressing security concerns
• Maintains the professional, organized appearance of the reception area
• Maintains and manages conference rooms and conference room booking system
• Liaises with other business professionals and lawyers as appropriate to ensure all requirements are in place for meetings
• Helps with conference room set up for meetings
• Aids in setting up refreshments as required
• Liaises closely with Meeting Room Attendant to ensure all meeting requirements are met
• Answers calls promptly and responds professionally to the request of the caller
• Follows up with callers on hold in a friendly manner
• Takes messages if necessary and distributes them via e-mail or voicemail
• Announces the caller before sending to another person for handling
• Assists clients/visitors with administrative requests such as printing and scanning
• Assists with conference room scheduling as needed
• Notifies office services and IT of meeting/scheduling add-ons and changes
• Assists other departments as requested
• Helps with larger events and meetings, distributing security passes and name badges to external visitors attending the office
• Liaises with ground floor reception and security
• Responds to all requests from other offices when a visiting attorney form is received
• Liaises with Office and HR Manager to arrange office requirements
• Maintains and keeps reception manual up to date with any changes that are implemented relating to Front of House matters
• Helps with meeting room set up for client meetings, including ensuring meeting rooms are kept stocked with all necessary stationery and refreshments
• Clears away after each meeting has taken place
• Arranges and orders catering requirements for internal and client events held in office as well as coordinating with other internal teams

Minimum Qualification

• Education: High school diploma or equivalent
• Experience: Minimum of three years Front of House/Reception experience essential

Technical Skills

• Microsoft Word and Outlook
• Experience with scheduling systems a plus

Attributes

• Ability to effectively and professionally communicate both written and verbally with all levels of an organization
• Good telephone manner and written grammar skills
• Professional demeanor and excellent customer service skills
• Able to work quickly and efficiently and be pro-active to ensure smooth running of front of house
• Must be proactive and have a can-do attitude

Working Conditions

• Job is performed in a professional office environment
• Occasional overtime may be required