Receptionist (Part-Time)

The Administrative Receptionist is responsible for all client-facing responsibilities as the first business contact of the office. This individual is responsible for accurately placing, answering and transferring incoming calls, scheduling conference rooms, huddle rooms and hoteling offices, receiving and directing clients and visitors and providing a variety of administrative and office clerical support tasks. Above all, they must participate as a team member of the office, responding to internal and external needs in a timely, accurate, and professional manner.

This is a part-time position scheduled to work onTuesdays and Fridays 8:00a - 5:00p.

Responsibilities:

The job responsibilities will include, but will not be limited to the following:

• Responsible for promptly and efficiently distributing calls in a timely and accurate manner.
• Provide routine information to callers, accurately forwarding calls or transferring callers directly to voicemail, or taking messages as provided by the caller.
• Schedules all conference rooms, huddle rooms and hoteling offices using the EMS software.
• Maintains the conference room schedule, managing conflicts and making arrangements for beverages and food service as needed.
• Greets clients and visitors in a friendly manner, assuring prompt service while promptly notifying appropriate personnel of their arrival.
• Validates parking for clients, visitors, and vendors.
• Notes when an extension is not being answered and arranges for the caller to call back or transfers to voicemail.
• Coordinates AV for meetings and conference rooms.
• Maintains daily log sheet of all visitors and deliveries.
• Performs administrative support, such as scanning documents.
• Ability to search, save, and navigate the firm's DMS system.
• Maintain professional appearance of the office, cleaning up the client kitchenette, stocking client kitchenette inventory, and keeping the front desk and atrium areas tidy and organized.
• Prepares FedEx, UPS, Priority, and Certified Mail on behalf of attorneys and staff.
• Communicate with other legal and support departments/personnel as needed.
• Reports unusual happenings of activities or emergencies to the appropriate person in accordance with the Firm's Security Program.

Qualifications:

• At least one year of experience in operating a switchboard and performing other administrative related duties.
• No formal training is required, although experience in a professional environment is preferred.
• Knowledge of business English, spelling, punctuation, and grammar.
• Knowledge of telephone switchboard and answering systems.
• Skill in the use of Microsoft Office 2010, Word and Excel.
• Strong customer service and communication skills, with the ability to establish good rapport with attorneys, clients, and other employees.
• Ability to understand and follow written and oral instructions.
• Ability to quickly learn company policies and procedures and learn office methods and procedures.
• Ability to multi-task and maintain a professional demeanor at all times.

Date Posted: 12/23/2024

Deadline to Apply: 3/1/2025

Taft offers competitive compensation and a comprehensive benefits package, including medical, dental, vision, life, long-term disability, flexible spending, 401K, Paid Time Off, paid holidays, bonus, and more. The salary range for this position is $18.43 - $22.36/hour. Actual compensation offer to candidate may vary from posted information based on work experience, education, and/or skill level.

Interested candidates may apply here.