Receptionist/Practice Support Clerical Assistant

A national law firm is seeking to hire a Receptionist/Practice Support Clerical Assistant to join their New York office.   The Receptionist/Practice Support Clerical Assistant must be able to interact with clients and coworkers in a professional, approachable manner, be independently motivated and embrace ownership of all day-to-day responsibilities as well as provide administrative and clerical assistance to the office.

Responsibilities will include, but are not limited, to the following:

• Receives all Firm visitors, including clients, attorneys, vendors, applicants and delivery persons. Determines the nature of their business, provides appropriate information and directs them to the appropriate attorney or staff member
• Maintains accurate listing of all visitors and ensures visitor names are entered in building security database
• Maintains good public relations with clients; observes confidentiality of attorney-client relationships; follows Firm guidelines for protecting client information
• Coordinates office space and phone set-up for visiting personnel; receives visiting personnel and assists them with any questions or other needs
• Schedules conference rooms, assists with set-up of conference room equipment and provides necessary amenities and services as needed
• Accepts packages and other deliveries; delivers incoming mail to attorneys. Processes outgoing packages for shipment through FedEx, UPS and USPS
• Reports to the office in a reliable and punctual manner. Ability to work independently and harmoniously as part of a team
• Follows Firm policies and procedures and maintains a professional work environment
• Assists with maintenance of kitchen and supply areas
• Assists with special projects and provides administrative/clerical support including, but not limited to, document editing, time keeping, expense reports, scheduling, photocopying and scanning, blacklining, collating and assisting with data input
• Acts as liaison and back-up to Canon Business Process Services
• Operates an extended Cisco IP phone with up to 28 lines; the phone’s call control features include: transfer, conference, forward, placing calls on hold, retrieving voice mail messages, night bell call pickup, and the ability to toggle two calls in progress

Minimum Qualifications:

• Computer knowledge, Mac OS preferred
• Ability to juggle multiple deadlines and handle confidential and sensitive information with discretion
• Office experience preferred including use of Microsoft Office
• Strong written and verbal communication skills
• Ability to multitask effectively in a fast-paced environment
• Is well organized, resourceful, motivated and has the ability to adjust to rapidly changing priorities
• High degree of professionalism
• Ability to communicate in a friendly, approachable and client service-oriented manner by phone and in-person
• Must be available to work outside of normal scheduled hours (extra hours to assist with the set-up and break-down of conferences and other in-office meetings)