Receptionist

Client Services / Hospitality Representative

Location: Boca Raton, Florida

Schedule: Full-Time | Monday – Friday | 8:30 AM – 5:30 PM

Position Overview

We are seeking a highly organized and service-oriented Client Services / Hospitality Representative to join our Boca Raton office. This individual will serve as the first point of contact for clients and visitors while providing administrative, hospitality, records management, and office support services to ensure the smooth day-to-day operation of the office.

Key Responsibilities

Reception & Client Services

• Greet and assist clients, visitors, and guests in a professional and welcoming manner.
• Manage the front desk and answer incoming telephone calls.
• Coordinate conference room reservations and meeting logistics.
• Set up conference rooms and arrange catering services for meetings and events.

Office Operations & Administrative Support

• Maintain kitchen and pantry supplies and coordinate replenishment as needed.
• Monitor and manage office supply inventory.
• Submit building maintenance and service requests.
• Assist attorneys and staff with administrative and clerical projects.
• Support trial preparation, including assembly and organization of trial binders.

Mailroom & Document Services

• Receive, process, scan, and distribute incoming and outgoing mail and packages (USPS, FedEx, courier services).
• Coordinate messenger and delivery services.
• Handle large-volume copying, printing, and document production requests.

Records Management

• Enter and maintain accurate information within the firm's records management system.
• Organize, label, and prepare physical records for off-site storage.
• Ensure proper records retention, retrieval, and filing procedures.
• Perform light filing and document maintenance tasks.

Qualifications

• Prior experience in reception, hospitality, office services, administrative support, or a related role preferred.
• Strong customer service and interpersonal skills.
• Excellent organizational and time-management abilities.
• Ability to manage multiple priorities in a fast-paced professional environment.
• Proficiency with Microsoft Office Suite, including Microsoft Word and Outlook.
• Strong attention to detail and commitment to providing exceptional client service.
• Ability to work independently and collaboratively within a team environment.