Receptionist - Birmingham, AL Office

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Opens office promptly at 8:00 a.m., ensures that conference rooms are organized, clean and ready for use.
• Ensures refreshments are prepared for conference room use.
• Receives and records oral information from telephone callers or in person, and then communicates it to attorneys and staff.
• Operates a multi-line telephone console in order to relay incoming, outgoing and intra-system calls.
• Directs telephone calls to appropriate attorney and staff.
• Screens calls to mitigate cold calls for attorney and executive staff where appropriate.
• Meets and greets clients and visitors to the law office and ensures proper clearance and routing of such parties in accordance with firm policies; notifies supervisor of difficult situations in person or during phone calls.
• Receives and records deliveries to the firm and/or individuals in the firm and routes them accordingly to the proper recipient.
• Conflict checks and opening of new matters in support of billing department.
• Maintains record of outgoing deliveries.
• Schedules and maintains records for use of conference rooms.
• Maintains, updates and distributes firm intercom number list, if applicable.
• Maintains neatness of lobby and reception area and restocks visitor’s station as needed.
• Notifies building of maintenance issues.
• Processes parking tickets for visitors, if applicable.
• Affixes conference room set-up and clean-up for special events as needed.
• Affixes runner duties as needed.

Requirements

• Ability to read and write at a level normally acquired through the completion of high school or GED in order to process informational messages.
• Ability to type 40 + WPM.
• Ability to use Microsoft Office Applications.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Interpersonal skills necessary in order to communicate by telephone and in person with visitors, attorneys and staff to provide information with professional courtesy and tact.
• Ability to dress properly and present a professional image.
• Ability to organize filing or other documents, alphabetically or as otherwise requested.
• Ability to be trained and enter time in the firm's time and billing system for lawyers as needed.
• Ability to do simple spreadsheets, prepare name tags or other basic requests for the office or other offices as needed.
• Ability to operate standard office equipment including personal computer, calculator, photocopier, printer and telephone.
• Work occasionally requires a high level of mental effort and strain when answering a high volume of telephone calls and performing other essential duties.
• Ability to handle telephone calls and visitors, lift small delivery packages, operate telephone equipment and record messages.
• Work may require irregular hours, and occasionally requires more than the established office hours per week to perform the essential duties of the position.