Front Office Manager

Description

The Front Office Manager provides world-class service to clients, visitors, and callers. These interactions must always be performed with professionalism and courtesy per our Standard Operating Procedures (SOP). Responsible for administrative tasks such as processing internal & external mail, utilizing the case management software system, maintaining the visitor calendar, confirming appointments, and maintaining the reception, front entrance/lobby area. Responsible for inventory of office supplies and marketing material. Demonstrates the core values of the firm - be a champion for others, be innovative, and be accountable.  

Requirements

ADMINISTRATIVE

• Maintain the daily visitor calendar throughout the day, including the video calendar, in a timely manner 
• Maintain the reception, front entrance/lobby area, and conference rooms to be always clean and free of debris including but not limited to leaves, trash, sand, etc.
• Partner with the staff to keep other common areas neat and clean per service standards
• Keep all business card holders 2/3 full
• Inventory and maintain supply of office supplies and marketing materials
• Prepare correspondence, sign-up packets, mass mailings, and miscellaneous clerical duties as needed
• Process internal/external incoming and outgoing mail EXCEPT: bank statements, “personal/confidential” mail, credit card statements, Human Resources and Accounting mail including but not limited to CT Department of Labor mail. 
• Scan and/or date stamp documents per SOP
• Route mail appropriately to staff
• Send a message via the case management system to the accounting team, the case Attorney, case Supervisor and Case Manager when a settlement check arrives. Scan the check to the case manager’s scan folder

CUSTOMER SERVICE

• Greet clients and visitors and escort them to conference rooms
• Answer the phone, route calls, and take messages efficiently with professionalism, courtesy, and positive behavior per the CMLF service standards
• Notify staff of visitors
• Support service & marketing initiatives during all interactions
• Utilize the case management software system to perform client searches, match clients with Case Managers, determine status of a case, post notes, confirm appointments, and send/receive messages 

QUALIFICATIONS

• High school diploma or equivalent.
• 1+ years of administrative experience in a legal or other professional services environment.
• 2+ years of customer service experience.
• Ability to efficiently operate a multi-line telephone system with exceptional phone etiquette.
• Ability to verbally communicate with all individuals in a professional, respectful manner.
• Professional written and verbal communication skills.
• Customer-focused approach to interact with diverse people in a positive and engaging manner.   
• Ability to work independently and as a team player.
• Organization skills to efficiently function in a fast-paced environment.
• Attention to detail.
• Ability to appropriately management time and meet deadlines.
• Proficient typing skills to navigate various software programs, phone system, internet, Microsoft Office Suite, Outlook, and Adobe.
• Notary Public a plus.

Salary Range: $21.00 - $26.00 per hour depending on experience.