Receptionist

O connell And Aronowitz Pc•Albany, NY

110d•$21 - $23•Onsite

About The Position

Our law firm is seeking a polished, professional, and welcoming Receptionist (Director of First Impressions) to serve as the face and voice of our firm. This position is about much more than answering phones and greeting visitors. The Receptionist plays a critical role in creating a positive experience for every client, prospective client, attorney, employee, vendor, and guest who interacts with our firm. We are looking for someone who naturally understands the importance of professionalism, hospitality, responsiveness, and attention to detail. The successful candidate will make people feel welcomed, respected, and well cared for from their very first interaction with our firm.

Requirements

High school diploma or equivalent.
Previous experience in reception, customer service, hospitality, professional office, medical office, law firm, or similar environment.
Excellent communication and interpersonal skills.
Professional telephone etiquette.
Strong organizational skills and attention to detail.
Ability to manage multiple responsibilities and prioritize effectively.
Proficiency with Microsoft Office and general computer systems.
Ability to learn and effectively use the firm's telephone and computer systems.
Ability to maintain confidentiality and exercise good judgment.

Nice To Haves

Genuinely enjoys helping people.
Understands that the receptionist sets the tone for the entire firm.
Smiles and welcomes people naturally.
Answers the phone as though every caller is important.
Notices when a visitor has been waiting and takes the initiative to assist.
Takes pride in a clean, organized, and welcoming reception area.
Comfortable interacting with attorneys, clients, executives, vendors, and members of the public.
Can balance warmth and hospitality with professionalism and confidentiality.
Is proactive rather than waiting to be told what needs to be done.
Is a team player who is willing to jump in and help wherever needed.
Understands that the first impression is not just a moment—it is a reflection of the entire firm.

Responsibilities

Warmly and professionally greet all clients, visitors, attorneys, employees, vendors, and guests.
Create a welcoming, polished, and professional reception area and client experience.
Anticipate the needs of visitors and clients and provide exceptional hospitality.
Maintain a calm, professional, and courteous demeanor, including when dealing with difficult or demanding individuals.
Ensure visitors are promptly connected with the appropriate attorney or employee.
Monitor the reception area and conference rooms to ensure they are clean, organized, and ready for clients and meetings.
Coordinate refreshments and other hospitality needs for meetings and visitors as appropriate.
Answer and route incoming calls promptly, professionally, and courteously.
Determine the nature of calls and direct callers to the appropriate person or department.
Handle general inquiries and provide appropriate information within established firm procedures.
Take accurate messages and ensure they are promptly delivered.
Handle calls from prospective clients with professionalism and sensitivity and route intake calls according to firm procedures.
Assist with coverage of the firm's designated litigation intake line as needed.
Manage incoming and outgoing calls during periods of high call volume.
Provide exceptional customer service to clients and prospective clients.
Recognize when a caller or visitor may require additional assistance or immediate attention and appropriately escalate the matter.
Assist clients with basic logistical questions, directions, meeting locations, and other non-legal inquiries.
Maintain appropriate confidentiality when handling client and prospective client information.
Understand that every interaction is an opportunity to reinforce the firm's reputation and commitment to client service.
Receive, sort, and distribute incoming mail and deliveries.
Prepare outgoing mail and packages.
Coordinate courier services as needed.
Assist with conference room scheduling and meeting coordination.
Maintain reception and common areas.
Assist with ordering and maintaining office and hospitality supplies.
Assist with administrative projects and special assignments.
Provide administrative support to attorneys, legal assistants, and other departments as needed.
Perform other administrative duties as assigned.