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POSITION:   Hospitality / Receptionist

 

JOB DESCRIPTION:

As the first point of contact with our firm you will greet people and welcome guest.  Must be dedicated and able to handle general office management tasks.  When clients walk into our office, we want them to find a friendly, smiling face and someone who will immediately offer assistance.  Must have excellent communication and multitasking skills, a positive attitude, and a strong work ethic.  

 

ESSENTIAL DUTIES AND RESPONSIBLITIES:          

1. Greet, announce, and direct all visitors to scheduled location as needed.

2. Answer phones in a timely manner, screen and direct all calls.

3. Provide basic and accurate information in-person and via phone/email about firm and projects.

4. Setup and schedule all lunch and learn events.

5. Handle all incoming and outgoing mail and deliveries (USPS, FedEx, UPS, etc.)

6. Prepare correspondence and documents and proof work

7. Refill all snacks, water, coffee and soft drinks as needed and keep kitchen in order and clean.

8. Take regular inventory of office supplies and reorder as needed. 

9. Handle monthly birthday gift cards, cake and schedule monthly birthday celebration for employees.

10. Keep front area, conference rooms and kitchen area clean and presentable. Check conference throughout the day.

11. Ensure reception area is tidy and presentable with all necessary supplies and materials (e.g., pens, envelopes, stationary, etc.)

12. Organize conference and meeting room schedule/calendars.

13. Perform other clerical receptionist duties such as filing and copies.

14. Ensure knowledge of employee’s movements in and out of the office.

15. Continuously update internal contact information, including phones, emails, and employee contact list.

16. Complete other administrative duties as assigned.

17. Employee lunches and events.

18. Update the weekly production schedule.

 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:                                                                                                                                              

1. Proven work experience in an office environment or similar role

2. Proficiency in Microsoft Office

3. Hands on experience with office equipment (e.g., fax machines, copier, printers)

4. Professional attitude and appearance

5. Self-starter, strong drive to accomplish task in a timely and accurate manner

6. Solid written and communication skills – must have “good people skills.”

7. Ability to be resourceful and proactive when issues arise

8. Excellent organizational skills

9. Must be a team player

10. Must have the ability to organize and prioritize work and to meet deadlines

11. Must keep Firm information confidential

12. Knowledge of administrative and clerical procedures

13. Knowledge of computers and relevant software applications

14. Ability to keep digital files organized

15. Must be dependable and punctual

16. Must be self-motivated and able to work unsupervised

 

Bachelor’s degree preferred, but high school diploma accepted with some college or equivalent experience.

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