Overview

New York, NY

Summary

Under the general direction of the Director of Office Administration, New York and according to established Firm policies and procedures, is responsible for ensuring the professional, consistent, and efficient coverage of external and internal telephone calls by answering and relaying incoming, outgoing, and interoffice calls including, but may not be limited to, operating the auto-page system, greeting on-site visitors, scheduling conference rooms, processing food requests, and performing clerical duties as requested or assigned.  Maintains professionalism and strict confidentiality in all client and Firm matters.  The hours for this role are 8am-4pm Monday-Friday.  

Essential Duties and Responsibilities include, but may not be limited to, the following.  Other duties may be requested and/or assigned.  Regular and predictable attendance is an essential function of the position.  Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Welcome on-site visitors, determine nature of business, and announce visitors to appropriate personnel, or direct outside vendors to appropriate areas.
  • Monitor visitor access. Notify security and management of unauthorized visitors.
  • Answer all incoming telephone calls, determine purpose of callers (if appropriate), and forward calls to appropriate personnel or department.
  • Transfer calls to voicemail when appropriate personnel are unavailable.
  • Answer questions about the Firm and provide callers with address, directions, and other information.
  • Arrange transportation for employees and guests upon request.
  • Schedule conference rooms using the Firm’s EMS system, food service, and equipment for Firm personnel. Adjust conference room scheduling as may be required.
  • Upon request, train relief and/or new employees in telephone operations.
  • Perform other clerical duties as requested or assigned including, but may not be limited to, filing, collating, stuffing envelopes, applying labels, etc.

Knowledge, Skills and Abilities

  • High school diploma or equivalent; or two or more years related experience preferably in a large legal or professional services firm; or equivalent combination of education and experience. Basic keyboarding skills are required to perform routine tasks of the position.  Prior experience in telephone/reception operations is preferred.
  • Experience with, or the ability to learn and operate, EMS system. Computer knowledge with the ability to learn and utilize Firm directory software, and familiarity with Outlook and MS Word preferred.
  • Must exhibit a professional demeanor with the ability to manage several telephone lines and page individuals when necessary in a busy office environment.
  • Excellent verbal communication and interpersonal skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information and training, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.
  • Excellent follow-through skills with the ability to efficiently handle multiple functions in a fast-paced, detail-oriented work environment, and adapt to changes in workflow.
  • Analytical skills requiring an aptitude for detail and accuracy in order to perform essential duties of the position.
  • Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make routine decisions within scope of the position’s responsibilities.
  • Ability to read and write with knowledge of grammar, spelling, punctuation, proofreading and formatting in order to perform clerical duties as assigned, and proofread material for grammatical, typographical, and spelling errors.
  • Ability to perform non-complex mathematical calculations and apply mathematical concepts when performing and verifying arithmetic calculations.
  • Ability to operate standard office equipment including computer, laser printer, telephone, photocopier, calculator, scanner, facsimile, etc.
  • Ability to occasionally retrieve and distribute files, written documentation and copies, or office supplies weighing up to 20 pounds.

*The above is intended to describe the general content of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of essential functions, responsibilities, and requirements.  This position description may be modified in the future as necessary.

Salary: $60,000.00-$65,000.00, dependent on experience
Date Active: 11.8.2022
Exempt/Not Exempt: Non-Exempt