RECEPTIONIST

The Receptionist is responsible for establishing a warm, welcoming, and professional atmosphere for all clients, executives, and staff members of the firm. The Receptionist will be the first point of contact for visitors to the firm and its conference space, making them feel comfortable, directing them to their meetings, and assisting them during their stay no matter the task.

Hours: 6:30 AM to 3:00 PM

Key Responsibilities:

• Coordinate guest arrivals, working with advance information provided by clients and contained in building security/registration system. Ensure that unexpected guests have proper authorization before permitting their entry
• Properly greet and handle visitors to the conference center/firm and escort guests when applicable.
• Answer telephones in a friendly, professional manner, taking messages with accuracy. Make sure you adhere to proper script. Use name recognition when applicable. Transfer all calls as needed by Firms policy.
• Assist conference center visitors with light copying, printing, facsimile, and digital sender requests, referring larger jobs to in-house service providers. Basic AV knowledge required.
• Monitor conference room activities, both visually and by means of the conference center property management system, being aware of meeting start/end times, attendees in the room, food, and beverage orders, etc. Advise other conference center staff members of changes in meeting room status, special requests, etc.
• Oversee FIRMS Reception email and coordinate with Conference Manager and Culinary Team to assure reservations are accurate and timely. Manage box as per SOP making sure all requests are handled in a timely manner and properly added to EMS.
• Communicate last-minute food and beverage requests to pantry staff, recording appropriate charges in EMS.
• Assist fellow Staff members with the booking of meetings as needed in EMS.
• Attend weekly BEO meetings, daily BEO meetings.
• Maintain attractive, neat appearance of Reception Desk and seating area. Make sure all space is maintained consistently per SOP and BEO for Pre-Function space. Interact with Security Guard and understand daily business and directional passage for guests. Business Casual
• Wear clean, pressed, complete attire, including name plate.
• Assist firm executives in setting up conference calls, power points and general meeting requirements when needed.
• Provide guests with wireless access to the Internet. Be available for all interactions. Print daily menu cards and signage as needed including WIFI cards.
• Report to building maintenance department requests for air conditioning adjustments, additional rest room supplies, etc.
• Receptionist duties ranging from restaurant referrals, to providing maps and directions, to loaning out cell phone chargers, to dispensing umbrellas, to providing a wide assortment of guest amenities.
• Have a thorough understanding of the firm's emergency procedures and be prepared to carry out designated tasks in the event of a fire or other emergency.
• Troubleshoot a wide variety of requests and situations, particularly at night and over weekends, when staff presence is limited.
  

Preferred Qualifications:

• Word, Excel, PowerPoint, EMS, Microsoft Office
• Ability to lift 25lbs, standing and sitting for long periods
• Flexible schedule, evenings, and minimal weekend work.
• Must have previous law firm experience