Receptionist

Receptionist (Director Of First Impressions) Our law firm is seeking a polished, professional, and welcoming Receptionist (Director of First Impressions) to serve as the face and voice of our firm. This position is about much more than answering phones and greeting visitors. The Receptionist plays a critical role in creating a positive experience for every client, prospective client, attorney, employee, vendor, and guest who interacts with our firm. We are looking for someone who naturally understands the importance of professionalism, hospitality, responsiveness, and attention to detail. The successful candidate will make people feel welcomed, respected, and well cared for from their very first interaction with our firm. Key Responsibilities Warmly and professionally greet all clients, visitors, attorneys, employees, vendors, and guests. Create a welcoming, polished, and professional reception area and client experience. Anticipate the needs of visitors and clients and provide exceptional hospitality. Maintain a calm, professional, and courteous demeanor, including when dealing with difficult or demanding individuals. Ensure visitors are promptly connected with the appropriate attorney or employee. Monitor the reception area and conference rooms to ensure they are clean, organized, and ready for clients and meetings. Coordinate refreshments and other hospitality needs for meetings and visitors as appropriate. Telephone Responsibilities Answer and route incoming calls promptly, professionally, and courteously. Determine the nature of calls and direct callers to the appropriate person or department. Handle general inquiries and provide appropriate information within established firm procedures. Take accurate messages and ensure they are delivered promptly. Handle calls from prospective clients with professionalism and sensitivity and route intake calls according to firm procedures. Assist with coverage of the firm's designated litigation intake line as needed. Manage incoming and outgoing calls during periods of high call volume. Client Service Provide exceptional customer service to clients and prospective clients. Recognize when a caller or visitor may require additional assistance or immediate attention and appropriately escalate the matter. Assist clients with basic logistical questions, directions, meeting locations, and other non-legal inquiries. Maintain appropriate confidentiality when handling client and prospective client information. Understand that every interaction is an opportunity to reinforce the firm's reputation and commitment to client service. Administrative Support Receive, sort, and distribute incoming mail and deliveries. Prepare outgoing mail and packages. Coordinate courier services as needed. Assist with conference room scheduling and meeting coordination. Maintain reception and common areas. Assist with ordering and maintaining office and hospitality supplies. Assist with administrative projects and special assignments. Provide administrative support to attorneys, legal assistants, and other departments as needed. Perform other administrative duties as assigned. Professional Standards The Receptionist is expected to consistently demonstrate: A welcoming and positive attitude. Professional appearance and demeanor. Excellent telephone etiquette. Strong verbal and written communication skills. Exceptional customer service. Attention to detail. Reliability and punctuality. Discretion and confidentiality. Good judgment. A willingness to help others. The ability to remain composed and professional under pressure. Qualifications Required High school diploma or equivalent. Previous experience in reception, customer service, hospitality, professional office, medical office, law firm, or similar environment. Excellent communication and interpersonal skills. Professional telephone etiquette. Strong organizational skills and attention to detail. Ability to manage multiple responsibilities and prioritize effectively. Proficiency with Microsoft Office and general computer systems. Ability to learn and effectively use the firm's telephone and computer systems. Ability to maintain confidentiality and exercise good judgment. What We Are Looking For The right person will be someone who genuinely enjoys helping people and understands that the receptionist sets the tone for the entire firm. You should be someone who: Smiles and welcomes people naturally. Answers the phone as though every caller is importantbecause they are. Notices when a visitor has been waiting and takes the initiative to assist. Takes pride in a clean, organized, and welcoming reception area. Is comfortable interacting with attorneys, clients, executives, vendors, and members of the public. Can balance warmth and hospitality with professionalism and confidentiality. Is proactive rather than waiting to be told what needs to be done. Is a team player who is willing to jump in and help wherever needed. Understands that the first impression is not just a momentit is a reflection of the entire firm. Career Opportunity This position provides an opportunity to become an integral member of the firm's administrative team. The successful candidate will have the opportunity to learn the firm's operations, develop relationships throughout the organization, and take on additional administrative responsibilities as experience and skills develop. Compensation & Benefits We offer a competitive salary and benefits package commensurate with experience, including: Competitive compensation Health and dental benefits Retirement plan Paid time off Paid holidays Positive and professional work environment Opportunities for growth within the firm How to Apply Interested candidates should submit a resume and brief cover letter explaining why they would be an excellent Receptionist for our firm. We are looking for someone who doesn't simply answer the phonewe are looking for someone who understands that every interaction is an opportunity to make someone feel welcome, valued, and confident that they have come to the right place. Physical Demands: Position may require the ability to lift files that may weigh up to 20 pounds. Work Hours This is a full-time position. Usual work hours are Monday to Friday, 8:30 a.m.5:00 p.m. O'Connell & Aronowitz