Receptionist

Hand Arendall•Panama City, FL

2d•Onsite

About The Position

Performs all functions related to receiving calls, clients, vendors and deliveries and directs them to appropriate individual(s) within the firm according to established policies and procedures. Maintains contact with attorneys, staff and clients and observes confidentiality of client and firm matters. Handles any general office matters as requested by management.

Requirements

Ability to read and write at a level normally acquired through the completion of high school or GED in order to process informational messages.
Ability to type 40 + WPM.
Ability to use Microsoft Office Applications.
Ability to organize and prioritize numerous tasks and complete them under time constraints.
Interpersonal skills necessary in order to communicate by telephone and in person with visitors, attorneys and staff to provide information with professional courtesy and tact.
Ability to dress properly and present a professional image.
Ability to organize filing or other documents, alphabetically or as otherwise requested.
Ability to be trained and enter time in the firm‘s time and billing system for lawyers as needed.
Ability to do simple spreadsheets, prepare name tags or other basic requests for the office or other offices as needed.
Ability to operate standard office equipment including personal computer, calculator, photocopier, printer and telephone.
Ability to handle telephone calls and visitors, lift small delivery packages, operate telephone equipment and record messages.

Nice To Haves

Work occasionally requires a high level of mental effort and strain when answering a high volume of telephone calls and performing other essential duties.
Work may require irregular hours, and occasionally.

Responsibilities

Opens office promptly at 8:00 a.m., ensures that conference rooms are organized, clean and ready for use.
Ensures refreshments are prepared for conference room use.
Receives and records oral information from telephone callers or in person, and then communicates it to attorneys and staff.
Operates a multi-line telephone console in order to relay incoming, outgoing and intra-system calls.
Directs telephone calls to appropriate attorney and staff.
Screens calls to mitigate cold calls for attorney and executive staff where appropriate.
Meets and greets clients and visitors to the law office and ensures proper clearance and routing of such parties in accordance with firm policies; notifies supervisor of difficult situations in person or during phone calls.
Receives and records deliveries to the firm and/or individuals in the firm and routes them accordingly to the proper recipient.
Maintains record of outgoing deliveries.
Schedules and maintains records for use of conference rooms.
Maintains, updates and distributes firm intercom number list, if applicable.
Maintains neatness of lobby and reception area and restocks visitor’s station as needed.
Notifies building of maintenance issues.
Contact appropriate repair/maintenance vendors, as requested.
Processes parking tickets for visitors, if applicable.
Assist with conference room set-up and clean-up for special events as needed.
Assist with runner duties as needed.
Order lunch for lawyers or visitors as needed.