Receptionist

Newark, NJ

M-F, 8am-4pm

Summary

• Professional appearance and poise on the Interacts with all levels of personnel within the firm as well as clients, opposing counsel, business partners and visitors.
• Greets clients and visitors and answers inquiries taking accurate messages
• Schedules and routes clients calls
• Provides an employment application to individuals for interviews
• Maintains and schedules conference rooms
• Maintains a neat and organized appearance of the reception area and lobby
• Coordinates faxing, Xeroxing, coordinates courier deliveries
• Offers beverages to guests and offers to hang coats during the winter months
• Issues parking validations
• Volunteers and assists secretaries and/or others with overflow, as time permits

Administrative Duties

• Assists with data entry using Elite and WebView
• Assists with light word processing as delegated by management
• Occasional projects for Firm’s functional departments
• Assist Records by creating redweld folders for new cases
• Assists Facilities with filing invoices including Excel spreadsheets
• Assists Marketing by preparing mailings and announcements for new partners
• Answers the phones of satellite offices and reserves conference rooms daily

Knowledge/Skills & Abilities

• Must have the ability to operate multi-line telephone systems
• Must possess excellent interpersonal and customer service skills to communicate with senior level attorneys, partners, clients, opposing counsel, court reporters, vendors, staff and others
• Ability to remain calm and patient when handling challenge interactions
• Knowledge of MS Office specifically Excel
• Knowledge of Outlook
• Knowledge of Time Entry Software
• Strong spelling and grammatical skills are important in taking accurate messages, drafting correspondence and performing word processing assignments
• Professional appearance and poised demeanor are essential for this position as is a positive and upbeat attitude
• Must be respectful of confidentiality and discretion
• Able to multi-task and have attention to detail
• Must be dependable and flexible; occasional overtime is required for this position

The statements contained in this job description are not necessarily all inclusive; additional duties may be assigned and requirements may vary from time to time and location to location.