Job Description

Receptionist

Monday-Friday | 8:30 AM - 5:30 PM | 1-hour lunch break

Pay: $25.00-$26.50

We are seeking an exceptional Concierge/Receptionist to be the welcoming face of our firm. This individual will play a vital role in creating a positive and professional guest experience while providing outstanding service to our attorneys, staff, and clients. As the first point of contact, you will have a unique opportunity to make a lasting impression by ensuring a seamless and enjoyable visit for everyone.

Key Responsibilities

Guest Experience

Welcome and check in guests, including clients, vendors, and attorneys from other offices, ensuring a smooth and efficient process.

Coordinate guest reservations through our building’s visitor management system and internal calendar, ensuring all relevant details are shared before arrival.

Notify relevant teams about expected VIP guests and ensure reception coverage as needed.

Provide exceptional service, including offering refreshments, assisting with Wi-Fi, and ensuring comfort during their visit.

Facilitate the retrieval of access cards and provide last-minute assistance as needed upon guest departure.

Meeting Rooms & Hoteling Offices

Manage conference room and hoteling office bookings in our scheduling system (EMS), including catering and AV requirements.

Communicate event details to the relevant teams and confirm all arrangements with internal clients the day before.

Resolve booking conflicts, manage last-minute requests, and ensure all spaces are refreshed post use.

Update and maintain the guest list, ensuring all room assignments and details are accurate and well-communicated.

Switchboard & Administrative Support

Answer calls, transfer inquiries, and perform necessary intercom announcements.

Update internal calendars, provide telephone directory edits, and adhere to the service of process protocol.

Manage the office floral arrangements and assist with special requests such as gifts, flowers, and treats.

Prepare daily announcements and submit expense receipts to the Operations Manager.

Internal Client Service & Operations

Track and manage guest access cards and assist with general office maintenance and HVAC requests.

Coordinate food orders for meetings, ensuring dietary preferences are respected and orders are accurate.

Ensure timely invoicing and processing for food-related expenses.

Parking & Transportation

Provide parking validations and schedule taxi or car services as needed.

Manage and track the parking validation log and ensure accuracy at the month’s close.

Office Events Support

Assist in coordinating catering for office events, from menu selection to liaising with vendors and adjusting for dietary restrictions.

Create tent cards for food stations and ensure all event logistics are in place.

Additional Responsibilities

Maintain a clean and organized lobby and reception area, ensuring it always looks its best.

Assist with filing fitness center waiver forms, provide backup support to guest services, and participate in special projects as assigned.

Qualifications

A pleasant, professional demeanor with a strong customer service orientation.

Exceptional organizational skills with the ability to multitask and prioritize in a dynamic environment.

Strong communication skills with attention to detail.

Ability to remain calm under pressure, work independently, and adapt to changing demands.

Intermediate knowledge of Microsoft Outlook; basic knowledge of Microsoft Word and Excel.

Bilingual skills are a plus.

Flexibility to work overtime when needed.

High school diploma or equivalent required.

2 years of prior experience as a Concierge/Receptionist in a professional services environment.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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