Receptionist/Operations Assistant

Job Description

ABOUT JOB

• Manage the day-to-day operations of the reception desk and answer all incoming phone calls in a timely manner; route calls and take messages as needed.
• Ensure that the reception desk is open and ready for business at the beginning of each workday and that the reception area is neat, organized, and welcoming.
• Assist with reporting maintenance issues and submitting work orders.
• Coordinate parking and facility access cards for employees and visitors.
• Serve coffee, tea, and water to visitors as needed.
• Maintain and oversee conference room scheduling and coordinate meeting details (set-up, catering, technology) with the Office Services team.
• Handle process servers in compliance with firm policies and procedures.
• Maintain the office phone directory and other internal directories and lists.
• Provide all clients, visitors, and team members with a high level of customer service.
• Provide general administrative and clerical support as assigned.
• Support the office in maintaining smooth daily operations and a positive working environment.
• Serve as an overflow clerical resource for typing and administrative support as requested by the Office Manager.
• Coordinate with Office Services regarding maintenance requests and act as a point of contact with building management.
• Partner with the backup receptionist to ensure appropriate coverage at all times.
• Perform other duties as assigned by the Office Manager.

• Punctuality and attendance are critical to the success of this role.
• Consistently delivers high-quality customer service.
• Maintains a professional demeanor and positive, collaborative attitude.
• Demonstrates strong prioritization and organizational skills.
• Exercises good judgment and initiative in daily responsibilities.
• Able to work independently with minimal supervision.
• Demonstrates attention to detail and reliability.
• Always maintain confidentiality.

• High school diploma or GED equivalent required.
• Prior experience utilizing a multi-line phone system.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong customer service skills and the ability to interact effectively with clients, visitors, and vendors.
• Team-oriented with a willingness to learn and take on new responsibilities.
• Prior law firm experience preferred.