Receptionist

Description

The Receptionist serves as the first point of contact for clients, attorneys, vendors, and visitors and plays a key role in creating a professional, welcoming, and client-focused office environment. This position manages the front desk, coordinates conference room and hospitality services, supports office operations, and provides administrative and operational support to attorneys and staff as needed while ensuring exceptional client service and operational efficiency.

Essential Duties and Responsibilities

Reception and Client Service

• Greet clients, visitors, and vendors in a professional, courteous, and welcoming manner.
• Answer, screen, and direct incoming telephone calls.
• Maintain visitor logs and coordinate building access and security procedures.
• Receive and distribute deliveries, packages, and courier items.
• Monitor and maintain the appearance and professionalism of the reception area and conference rooms.

Conference Room and Hospitality Support

• Coordinate conference room reservations and meeting logistics.
• Set up conference rooms for internal and client meetings.
• Order, receive, and arrange food, beverages, and catering for meetings and events.
• Ensure conference rooms are properly stocked, clean, and ready for use.
• Assist with firm functions, client receptions, training sessions, and special events.

Office Services Support

• Serve as a backup resource for office services and administrative functions during absences or peak workload periods.
• Sort and distribute incoming mail and prepare outgoing mail and courier packages.
• Deliver mail and outgoing packages to the Post Office and FedEx drop locations.
• Assist with copying, scanning, printing, filing, and general office services support.
• Monitor office supply inventory and place orders as needed.
• Coordinate service requests with building management and outside vendors.
• Deliver documents to courts, clients, and other businesses when necessary.

Overflow Administrative Support

• Provide overflow support to attorneys, Legal Administrative Assistants (LAAs), ASAs), paralegals, and administrative departments, including routine document preparation, formatting, proofreading, scanning, and administrative tasks to support attorneys and staff during peak workload periods.
• Schedule meetings and assist with calendar management.
• Enter time, process expense reimbursements, and assist with billing-related administrative tasks as assigned.

Other Duties

• Support special projects, firm initiatives, and administrative needs as assigned.

Requirements

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• Prior receptionist, customer service, hospitality, or administrative experience required; law firm or professional services experience preferred.
• Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Ability to learn and effectively utilize firm technologies, including document management, conference room scheduling, telephony, and expense management systems.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to prioritize multiple assignments and respond effectively in a fast-paced environment.
• Ability to exercise professionalism, discretion, and sound judgment when handling confidential or sensitive information.
• Strong client-service orientation and ability to remain poised and professional in a fast-paced environment.
• Demonstrated reliability, punctuality, and commitment to regular attendance.

Physical Requirements

• Ability to sit, stand, walk, bend, and lift up to 25 pounds occasionally.
• Ability to move supplies, boxes, hospitality items, and meeting materials within the office.

Work Environment

This is a full-time position operating in a professional law firm environment. Regular interaction with attorneys, clients, visitors, and firm personnel is required. The role requires a high level of professionalism, responsiveness, discretion, and customer service.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

We are an equal opportunity employer and are committed to providing equal opportunity for the participation of all qualified persons in all job classifications without regard to race, color, religion, national origin, age, disability, or any other factor. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The hiring department will conduct interviews of qualified individuals prior to requesting a criminal background check, and no job application submitted prior to such interview shall inquire into an applicant's criminal history. If this position is subject to a background check for any convictions related to its responsibilities and requirements, employment will be contingent upon successful completion of a background investigation including criminal history. Criminal history will not automatically disqualify a candidate.