Front Desk Receptionist
2 months ago
Summary: Under general supervision and according to established policies and procedures, performs all functions related to receiving and directing calls, clients, vendors, and deliveries. Maintains appearance of lobby and conference rooms. Projects positive, professional image to clients, attorneys, and staff.
Minimum Qualifications:
- Ability to read and write at levels normally required through completion of high school or equivalent.
- At least 1 year of on-the-job experience in an office environment, preferably with exposure to the operation of a multi-line telephone switchboard. Secretarial training may also be acceptable.
- Demonstrated ability to treat clients and co-workers with a high level of courtesy and respect at all times.
- Ability to work irregular hours and/or more than 40 hours per week to perform the essential duties of the position.
Duties and Responsibilities: “Essential functions” are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.
- Greet all callers and visitors in a professional and courteous manner. Notify administrator in the event of problem situations.
- Utilize a multi-line switchboard, answer all telephone calls within a reasonable timeframe and direct calls appropriately.
- Receive and record deliveries to the firm and/or individuals in the firm and route them to the proper individual in a timely manner.
- Maintain neatness of lobby and reception areas. Monitor appearance of first floor conference rooms and arrange for clean up as needed. Notify supervisor of problem areas. Act as the coordinator of the 1st floor conference room schedule.
- Send confidential faxes and assure the return of original documents to the sender.
- Assist with time entry, corrections, and mass mail projects as needed.
- Project a genuine concern and attentiveness to all clients, callers, visitors, and staff at all times.
- Utilize computer and appropriate software to perform tasks in an efficient manner and according to Knox Best Practices.
- Participant in training programs to learn and incorporate new computer skills and operational methods to meet prevailing Knox Best Practices as required for the position.
- Perform all other tasks as may be assigned from time to time by attorneys or the Chief Executive Officer.
Required Characteristics:
Organized
Coordinate and prioritize work to complete tasks in a timely manner and meet deadlines. Maintain neat and orderly filing systems and work areas.
Motivated
Take initiative in obtaining information required to complete assignments. Ask questions when in doubt. Display innovation developing new methods to assignments. Select suitable alternatives when confronted by obstacles.
Collaborative
Exhibit teamwork effort. Adjust work priorities and go with the flow when changes occur. Extend kindness and consideration to fellow employees.
Professional
Poised and effective under pressure. Accept constructive criticism in a positive manner. Display willingness to discuss problems with appropriate party. Apply common sense and integrity to daily work and exercise proper judgment in dealing with clients.
Responsible
Keep current with supervisor by following through on assignments and discussing schedules. Display flexibility with work hours when necessary to complete assigned work. Exhibit dependability through good attendance and timeliness. Maintain confidentiality.
Working Conditions:
Typical law firm office environment with generally little exposure to excessive noise, dust, temperature extremes, and the like.
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