Receptionist

4 weeks ago

Houston, United States Vinson and Elkins Full time
Position Overview
  • As one of three Receptionists in Houston, this role will be a critical asset to creating V&E's hospitality experience. This position is responsible for maintaining the reception area by greeting clients and guests, and answering or directing incoming phone calls. Seeking someone with excellent verbal and written communication skills, along with a strong aptitude for customer service.
Primary Duties and Responsibilities

Front Desk
  • Greets visitors in a professional manner with a warm and welcoming demeanor.
  • Manages incoming calls, directing them to appropriate parties or taking messages accurately and promptly.
  • Maintains cleanliness and organization in the reception area.
  • Assures security is maintained by monitoring reception area, directing deliveries, and addressing security concerns as needed.
  • Answers calls promptly and responds professionally to the request of the caller; follows up with callers on hold in a friendly manner; takes messages if necessary and distributes them through e-mail or voicemail.
  • Collaborates with building security by notifying them in advance of visitors arrival for clearance.
  • Collaborates with other Receptionists and administrative support to coordinate and maintain adequate coverage during the conference center's hours of operation
Guest Experience and Hospitality
  • Proactively anticipates the needs of clients and visitors, offering assistance and guidance as required.
  • Coordinates with internal departments to ensure seamless transitions for visitors, providing them with necessary information and resources.
  • Act as a brand ambassador for the Firm, embodying our values and commitment to excellence in every interaction.
  • Create a warm and hospitable environment for all guests, making them feel valued and appreciated from the moment they enter the office.
  • Offer refreshments and amenities to visitors, catering to their preferences and ensuring their comfort during their visit.
  • Handles client inquiries and requests professionally, and efficiently, demonstrating a dedication to always exceeding expectations.
Administrative Support
  • Assists with a variety of administrative tasks, such as scheduling appointments, managing calendars, and directing deliveries to the appropriate location.
  • Assists with processing expense reports
  • Maintains confidentiality and discretion when handling sensitive information or inquiries.
  • Collaborates with other administrative departments to ensure smooth operations during client meetings, internal and external events.
  • Assists clients/visitors with administrative requests such as copies and scans; prints boarding passes where applicable; assists with conference room scheduling as needed; places long-distance calls as requested; notifies conference services of meeting/scheduling add-ons and changes; assists other departments with mailouts and distributions as requested.
  • Handles administration of parking validations, parking stickers, and town car vouchers.
  • Assists the conference services team in coordinating the visiting office requests.
  • May occasionally handle conference room booking
Secondary Duties and Responsibilities
  • Performs other tasks and duties as assigned and must be flexible and able to adapt as per business needs.
Working Conditions
  • Job is performed in a professional office environment.
  • Occasional overtime may be required.
Education
  • High school diploma or equivalent.
Experience
  • Two years' experience in a receptionist or customer service role, preferably in a professional setting.
Special Knowledge:
  • Able to speak and write Spanish fluently is a plus.
Technical Skills
  • Experience working with Microsoft Word, Excel, and Outlook; experience with scheduling systems a plus. Must have basic working knowledge of how to operate phone changes.
Attributes
  • Exceptional interpersonal communication skills, ability to communicate both written and verbally with all levels of an organization; good telephone etiquette and grammar skills; professional demeanor and excellent customer service skills. Ability to problem solve under pressure and multitask.
Other Qualifications:
  • Must type at least 35 wpm with a 2% error rate on the firm's clerical typing test and score 75% or above on the firm's clerical spelling test.

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, qualifications and skills required of personnel so classified. The firm reserves the right to revise or modify this job description at any time.

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