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About the Role
This role is responsible for the general upkeep of the reception area, visiting attorney offices, office services, conference rooms, and break areas. The position requires a professional and hospitable demeanor, excellent communication skills, and the ability to manage various administrative tasks.
Responsibilities
- Responsible for general upkeep of the reception area, visiting attorney offices, office services, conference rooms, and break areas.
- Professionally answer and direct all incoming calls.
- Respond promptly to all phone calls, e-mails, and written correspondence.
- Assist and greet internal/external clients always in a professional and hospitable manner and direct guests to the appropriate location.
- Provide general information and validate parking for clients.
- Verify employee identification and issue visitor passes.
- Maintain and schedule conference rooms.
- Maintain the waiting area, lobby, or other public areas.
- Remain aware of the location of office personnel for call transferring or message relay.
- Assist with scheduling of visiting attorney offices and conference rooms.
- Ensure last-minute changes are communicated to all appropriate departments and update conference room reservation(s) in the Event Management System (EMS) when necessary.
- Update Maptician for HB visitors from other offices as needed.
- Ensure VAO offices have the appropriate list of supplies, the desk is clean, and the phone, keyboard, and mouse have been wiped clean.
- Stock kitchens in the morning, as needed throughout the day, and at the end of the day.
- Ensure the office has office supplies, paper, and other items needed for workstations.
- Perform a physical inventory for office and breakroom supplies and order as needed.
- Scan, photocopy, fax, and file documents.
- Ensure copiers have paper, toner, and staple cartridges.
- Ensure printers have paper, toner, and envelopes.
- Collect and route mail and hand-delivered packages.
- Type memos, correspondence, and other documents.
- Assist with photocopying, faxing, filing, and collating.
- Maintain the general log of personnel in the office.
- Assist with planning office events and other special projects.
- Order meals as needed.
- Set up and clean up breakfast, lunch, and dinner events.
- Open and close the reception area.
- Perform other related duties as needed or assigned.
Requirements
- Two to five years of general office and customer service or related experience.
- Experience working in an office environment.
- Intermediate knowledge of computer and e-mail systems, specifically the Microsoft Office Suite (Word, Excel, Outlook).
- General knowledge of telephone etiquette.
- Knowledge of general hospitality and office services functions to include scanning, copying, and printing.
Skills
- Microsoft Office Applications including Microsoft Outlook, Word, Excel.
- Familiarity with Microsoft PowerPoint.
- Knowledge of Adobe is helpful.
- Detail-oriented.
- Strong client focus.
- Strong written and verbal communication skills.
- Ability to work both individually and as a member of a team.
- Ability to work with many different types of personalities at all levels of the organization.
- Sense of urgency.
- Flexibility and ability to adapt to change quickly.
- Strong organizational skills.
- Prioritization skills.
- Ability to multi-task.
- Professional presentation and appearance.
- Punctuality.
- Ability to work independently on assigned tasks.
- Ability to accept direction on given assignments.
Experience Level
- Two to five years of general office and customer service or related experience.
Education Level
- High school diploma or equivalent required.