Receptionist

Job Description

Job Description

Our Billings, Montana office is currently seeking an experienced Receptionist .

POSITION SUMMARY:
The Receptionist serves at the first point of contact for visitors and callers and works closely with attorneys and legal professionals providing general office support. This position handles front-desk responsibilities and is responsible for performing a variety of administrative and clerical support tasks to ensure efficient day-to-day operations.

KEY RESPONSIBILITIES:

• Answers, screens, and routes incoming phone calls. 
• Greets and assists clients, visitors, and guests in a courteous and professional manner; determines the purpose of each person’s visit and directs or arranges escort to the appropriate location. 
• Handles general inquiries and routes requests to appropriate staff. 
• Schedules conference rooms; maintains conference room calendars; assists with conference room setup and cleanup as needed.
• Maintains reception area/lobby in a neat and orderly fashion. 
• Operates office equipment which may include multi-line telephone system, video conferencing equipment, copier, scanner, fax machine, and printer.
• Performs basic administrative tasks such as data entry, filing, copying, scanning, and parking validation. 
• Maintains admin lists, phone lists, and other details specific to the office. 
• Responsible for tracking and storing the AED machine for the office. 
• Supports office operations by helping prepare offices or work areas for new or relocated staff, which may include assisting with the physical setup of workstations, connecting equipment, and plugging in network or power cables. 
• Learns and adapts to new software tools, processes, and operational procedures. 
• Provides support to the General Office Clerk’s duties as needed, including running errands; ordering and restocking office supplies; sorting, collecting, distributing, and posting mail; general housekeeping of common areas; and ordering lunches. 
• Provides administrative support to other departments as requested. 
• Performs other related duties as assigned. 

KEY SKILLS:

• Strong customer service and interpersonal skills are required to communicate effectively and professionally with all levels of personnel and external clients. 
• Able to maintain strict confidentiality of client and firm information. 
• Able to work in collaboration within a team and independently. 
• Able to learn new skills as technology evolves. 
• Possesses excellent attention to detail, follows up on projects, and follows through on deliverables. 
• Able to develop and apply comprehensive planning and organizing strategies to ensure tasks and projects are appropriately prioritized and resources are used effectively and efficiently. 
• Able to work under tight deadlines, handle multiple detailed tasks, and anticipate when help will be needed from department members. 
• Flexible and able to respond quickly and positively to shifting demands and opportunities. 
• Able to effectively work in a multi-office environment and a culturally and educationally diverse environment. 
• Writes clearly and informatively, edits work for spelling and grammar, adapts communication to suit needs, presents numerical data effectively, and can read and interpret written information. 
• Speaks clearly and persuasively, listens and gets clarification as needed, responds well to questions, and takes a collaborative approach in group settings. 
• Able to take responsibility for work activities and personal actions, follow through on commitments, acknowledge and learn from mistakes, and recognize the impact of one’s behavior on others. 
• Able to independently formulate sound decisions and select an effective course of action using available information. 

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent. 
• Minimum of one year of experience in a professional environment.
• Working knowledge of Microsoft Office Suite, Adobe, and other similar software. 
• Must be able to read, comprehend, and follow written and verbal instructions. 
• Valid driver’s license. 
• Must have a fully insured, reliable source of transportation. 

PHYSICAL REQUIREMENTS:

• Prolonged periods of sitting at a desk and working on a computer. 
• Must be able to lift up to 25 pounds at times. 

PAY & BENEFITS:
The Firm offers a competitive wage and a comprehensive benefits package including:

• Medical, dental, and vision.
• Employer paid short and long-term disability.
• Voluntary life, accident, and critical illness.
• Flexible spending accounts.
• Vacation, sick, and personal leave.
• Paid parental leave.
• Fully vested 401(k) retirement plan with employer contributions (eligible after 1 year).

DISCLAIMER:
This job posting is not meant to be an all-inclusive list of duties and responsibilities but constitutes a general definition of the position's scope and function.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.