This position requires the ability to handle busy phones and orchestrate an active reception area. This is a highly visible position, which necessitates a courteous, welcoming demeanor, a professional appearance and the ability to maintain a high level of awareness of what’s happening in the office.
Greet clients and visitors and announce them by name to the appropriate personnel. Direct messengers and deliveries to the appropriate floor. Make sure clients and guests are comfortable and are not waiting too long in the reception area.
Answer all switchboard calls. Assist other Receptionist in promptly answering the telephone lines. Take accurate messages and promptly deliver; transfer calls promptly to the appropriate party. Announce calls only when requested, and page only when necessary.
Check voicemail and email messages promptly and forward to appropriate parties.
Coordinate all aspects of conference and caucus rooms, including: 1) maintaining a comprehensive knowledge of each room’s features (e.g. chair and table types, frosted/clear glass, number of seats); 2) recording room reservations and strategizing multiple requests for the same room, taking the lead on coordinating among people with overlapping requests; 3) selecting and ordering catering according to preference and dietary restrictions (research and maintenance of list of appropriate restaurants is required); 4) actively seeking and evaluating feedback on all food ordered (e.g. taste, quality, quantity, etc.) in order to improve future ordering; 5) ordering beverage set-ups from Office Services; 6) ordering technology equipment from IT; and 7) preparing daily schedule and hospitality/technical detail email to Administration, Office Services and IT.
Maintain accurate daily attendance records for all personnel, including: tracking arrival times for all staff members and in/out notes for all attorneys; maintaining records in Outlook calendar; preparing daily attendance breakdowns by email to Administration; and employing absolute confidentiality with regard to personal attendance/vacation/leave information, communicating any requests for this information to Administration.
Immediately report to IT any telephone problems brought to the attention of Reception.
Immediately report any building maintenance issues to Administration.
Regularly assist Administration, Secretaries, Paralegals, Office Services and Library with various projects, upon request. This may include time away from the Reception desk when the second Receptionist in on duty.
Ability to communicate effectively and courteously in person and on the phone in order to project a favorable impression of the Firm. Ability to present a professional appearance and demeanor at all times. Ability to maintain confidentiality and use discretion in all dealings. Excellent written and verbal communication skills, including emails. Comfortable taking initiative and making decisions independently when necessary. Able to follow instructions thoroughly and promptly. Must be able to work under pressure, to get along with others and to be flexible with hours, vacation schedules and breaks. Commitment to regular and prompt email communication. Strict adherence to the Firm’s Dress & Appearance and Business Casual Dress policies. Proficiency in Microsoft Word, Excel and Outlook and on the Internet.
Overtime or a temporary shift in hours may occasionally be required to cover staffing needs. A Receptionist is never permitted to leave the desk unattended and must wait for someone to relieve him/her. A Receptionist should also not eat while sitting at the Reception desk.
The Firm is free, in its sole discretion, to change or amend the above description and hours of the position at any time without notice.
Email resume and cover letter to William Lopez, Human Resources Manager, email@example.com.
Olshan Frome Wolosky LLP is an equal opportunity employer and does not discriminate against an individual with respect to compensation, terms, conditions, or privileges of employment, because of such individual’s race, color, religion, sex, marital status, sexual preference, pregnancy, age, disability, national origin or any other non-relevant criteria. The statements contained in this job description are not necessarily all-inclusive; additional duties may be assigned and requirements may vary from time to time.