Business Professional and Paralegal Job Openings
* This position is responsible for maintaining the reception area, greeting clients and guests and answering and directing phone calls. The role is equally responsible for helping the Meeting Room Attendant to serve refreshments and with all catering needs as directed.
* Helping with meeting room set up for client meetings, including ensuring meeting rooms are kept stocked with all necessary stationery and refreshments. Clearing away after each meeting has taken place.
* Arranging and ordering catering requirements for internal and client events held in office as well as coordinating with other internal teams.
Primary Duties and Responsibilities
* Greets visitors in a professional and friendly manner; assures security is maintained by monitoring the reception area and addressing security concerns; ensures all resources needed to perform the receptionist function are available and up to date; maintains the professional, organized appearance of the reception area.
* Maintains a record of temporary security passes distributed to all external visitors; is aware and keeps up to date with all procedures relating to security passes.
* Maintains and manages conference rooms and conference room booking system; liaises with other business professionals and lawyers as appropriate to ensure all requirements are in place for meetings.
* Must work effectively with the Meeting Room Attendant to ensure conference room set up is in place for meetings; assists with setting up refreshments as required and liaises closely with Meeting Room Attendant to ensure all meeting requirements are met.
* 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 via e-mail or voicemail; announces the caller before sending to another person for handling.
* Assists clients/visitors with administrative requests such as printing and scanning; assists with conference room scheduling as needed; notifies office services and IT of meeting/scheduling add-ons and changes; assists other departments as requested.
* Helping with larger events and meetings, distributing security passes and name badges to external visitors attending the office. Liaising with ground floor reception and security.
* Responds to all requests from other offices when a visiting attorney form is received and liaises with Office and HR Manager to arrange office requirements.
* Maintains and keeps reception manual up to date with any changes that are implemented relating to Front of House matters.
Secondary Duties and Responsibilities
* Performs other tasks and duties as assigned and must be flexible and able to adapt as per business need.
Working Conditions
* Job is performed in a professional office environment.
* Occasional overtime may be required.
Qualifications
Education
* High school diploma or equivalent.
Experience
Minimum of three years Front of House/Reception experience essential.
Technical Skills
Microsoft Word and Outlook; experience with scheduling systems a plus.
Attributes
* Ability to effectively and professionally communicate both written and verbally with all levels of an organization.
* Good telephone manner and written grammar skills.
* Professional demeanor and excellent customer service skills.
* Able to work quickly and efficiently and be pro-active to ensure smooth running of front of house.
* Must be proactive and have a can-do attitude.
#J-18808-Ljbffr