Receptionist/Operations Assistant

Clark Hill•Birmingham, MI

15d•$20 - $22•Onsite

About The Position

Clark Hill PLC is seeking a Receptionist/Operations Assistant for its Birmingham office location. The Receptionist/Operations Assistant is responsible for supporting all day-to-day operations of the reception desk, as well as providing administrative support to the Office Manager and general office administrative support as needed. This position is responsible for managing the reception desk and answering all incoming phone calls; greeting all clients and visitors; working with Office Services team to research unidentified mail items for appropriate distribution; scheduling conference rooms for use and documenting needs (i.e., set-up, lunch requests, etc.) and coordinating with Office Services team regarding requests; ensures that the reception desk is open and appropriately staffed at the beginning of each work day; ensures that the reception and desk areas are neat and organized; provide overflow typing/clerical and administrative support as required or needed, per Office Manager; maintain office phone directory; and teams with backup receptionist to ensure appropriate levels of coverage are maintained at all times.

Requirements

High school diploma or GED equivalent required.
Prior, detailed experience utilizing a multi-line phone system.
High level of organizational skills, and the ability to multi-task by handling multiple calls or inquiries at the same time.
Excellent communication skills, both verbal and written.
Excellent computer skills, with proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
High level customer service skills, and the ability to effectively communicate and interact with clients, guests, visitors and vendors.
Team player orientation.
Willingness to learn new skills and responsibilities.
Punctuality and attendance are critical to this role
Consistently great customer service
Professional demeanor and positive, mature, helpful attitude
Excellent prioritization skills
Must demonstrate initiative and exercise good judgment
Able to work independently with minimal supervision
Proficiency in Microsoft Office Suite, including Outlook, Word, Excel
Willingness to learn new skills and responsibilities
Team player orientation
Candidates must be able to work 8:30 am – 5:30 pm, Monday – Friday with flexibility and/or occasional overtime.
This is a full-time position with a schedule of 40 hours per week.

Nice To Haves

Previous experience working in a law-firm environment, preferred.

Responsibilities

Manage the day-to-day operations of the office reception desk and answer all incoming phone calls in a timely manner, route calls, and take messages as needed or required.
Ensure that the reception desk is open and ready for business at the beginning of each business day and ensure that the reception area is neat and organized providing a welcoming atmosphere to firm guests and visitors.
Greet all clients and visitors to the firm, and contact the appropriate attorneys, legal administrative assistants, paralegals, or other staff members to announce their presence in an efficient manner.
Proactively ensure that excellent housekeeping standards are maintained in client facing areas (reception, lobby, restrooms, conference rooms, etc.)
Provide visitors with parking assistance (directions, validations, etc.)
Assist with office social event planning
Assist with reporting maintenance issues and work orders
Coordinate parking and facility access cards
Serve coffee/tea and water to visitors as needed.
Maintain and oversee the scheduling of all conference room needs and coordinate set-up instructions and information to the Office Services team to ensure that the room is prepared as requested and on schedule.
Efficiently handle process servers pursuant to firm policy and procedures.
Coordinate with Office Services Team to research unidentified mail items for distribution to appropriate recipient and, if needed, distribute office-wide e-mails regarding same.
Log and transmit incoming checks and payments.
Oversee and balance petty cash box.
Maintain the office phone directory and other internal directories/lists.
Provide all clients, visitors, and team members with exceptional service
Provide general office and administrative support as needed/assigned
Support the office running smoothly and in a positive direction
Serve as an overflow clerical support resource for typing and other clerical and administrative needs as required or requested by the Office Manager.
Coordinate with Office Services to submit and handle maintenance requests and serve as the primary contact for building maintenance personnel.
Effectively team with the backup receptionist to ensure that the appropriate levels of coverage are maintained at all times.
Perform other duties or tasks as assigned or requested (as needed) by the Office Manager