Receptionist

SUMMARY: 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.

ESSENTIAL DUTIES AND RESPONSIBILITIES: “Essential functions” are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer. 

• 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.

Hours of Operation:

Monday - Thursday 8:00 am - 5:00 pm 

Friday 8:00 am - 12:00 pm 

KNOWLEDGE, SKILLS AND ABILITIES:

• 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.
• Work occasionally requires a high level of mental effort and strain when answering a high volume of telephone calls and performing other essential duties.
• Ability to handle telephone calls and visitors, lift small delivery packages, operate telephone equipment and record messages.
• Ability to order lunch for lawyers or visitors as needed.
• Work may require irregular hours, and occasionally.

WORKING CONDITIONS:

Normal office environment with some exposure to noise, dust temperature and the like.

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 or requirements. 

TYPICAL PHYSICAL NEEDS:

Requires prolonged sitting, some bending, stooping and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment. Requires normal range of hearing and eyesight to record, prepare and communicate appropriately. May need to climb stairs and lift up to 10 pounds.

EEO STATEMENT:

Hand Arendall Harrison Sale is an equal opportunity employer, and we look to fill every position with the best qualified person regardless of age, gender, race, religion, disability or national origin. With our home office in Mobile, Alabama we recruit from all over the Southeast to find the right fit for every position.