The Receptionist manages our front desk on a daily basis and performs a variety of administrative and clerical tasks as outlined below.

Essential Duties and Responsibilities

Receptionist

• Greet and welcome guests as soon as they arrive at the office
• Direct visitors to the appropriate person and conference room
• Answer, screen and forward incoming phone calls on multi-line phone system
• Answer general inquiries about the office
• Make coffee and set out food
• Collect, log and distribute parcels and other deliveries
• Ensure the reception area and conference rooms are tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
• Provide basic and accurate information in-person and via phone/email
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook)
• Update calendars and schedule meetings for the conference rooms and conference bridges
• Perform other clerical receptionist duties such as mailing invoices and letters, filing, photocopying, scanning and faxing
• Assisting departments with miscellaneous projects
• Performs other duties as requested

Competencies

The following are competencies required to be successful in this position:

• Customer Service - Responds promptly to client needs, responds to requests for service and assistance, and meets commitments.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations, listens and gets clarification, and responds well to questions.
• Written Communication - Writes clearly and informatively, edits work for spelling and grammar, varies writing style to meet needs, presents numerical data effectively, and is able to read and interpret written information.
• Temperament - Ability to work with little supervision, prioritizes and anticipates work needs, and works well under occasional periods of pressure and short deadlines.
• Ethics - Keeps client and firm information confidential at all times; understands and implements general rules of ethical behavior applicable to lawyers.
• Computer Skills - Has knowledge of computer operation, internet software, spreadsheet software and word processing software; the use of Microsoft products is required. Has the ability to type and operate office equipment. Knowledge in PracticeMaster (PM) and NetDocuments helpful.

Education and/or Experience

• Dependable
• High school degree
• Proven work experience as a Receptionist, Front Office Representative or similar role
• Multitasking and time-management skills, with the ability to prioritize tasks
• Strong attention to detail and accurate data entry skills
• Strong communication skills

Physical Demands: Position may require the ability to lift files that may weigh up to 20 pounds.

Work Hours

This is a full-time position. Usual work hours are Monday to Friday, 8:30 a.m.–5:00 p.m.