Front Desk Receptionist

As the first point of contact, the Front Desk Receptionist plays a vital role in the firm’s seamless and professional delivery of exceptional client service. This position is instrumental in welcoming clients, guests, and team members; managing phone calls with care and accuracy; and coordinating appointments to support the daily flow of the office. In addition to overseeing front desk operations, the receptionist provides essential administrative support that helps ensure a smooth and positive experience for all who interact with the firm. The ideal candidate is warm, dependable, detail-oriented, and takes pride in creating a polished and professional first impression. ESSENTIAL FUNCTIONS & KEY RESPONSIBILITIES: Client & Visitor Experience Courteously and efficiently welcome clients, visitors, and vendors upon arrival, creating a positive and professional first impression. Ensure guests are checked in, assisted as needed, and directed according to firm protocols. Calmly and discreetly handle visitor issues and elevate issues to the appropriate attorney or supervisor as may be required. Answer and route incoming calls using the firm’s VoIP phone system. Ensure callers are professionally and efficiently connected to the appropriate attorney, staff member, or department. Take and relay accurate messages when necessary. Mail & Delivery Coordination Receive and sort daily mail, courier deliveries, and packages. Log and distribute items promptly, with special care for time‑sensitive or confidential materials. Coordinate outgoing mail and package pickups as needed. Administrative & Staff Support Provide general administrative assistance to attorneys and staff, including scanning, data entry, document preparation, and occasional projects. Coordinate and arrange meals for client meetings and internal staff or attorney meetings. Scheduling & Meeting Support Assist with scheduling client appointments and coordinating conference room availability. Monitor facility calendars and ensure smooth arrangements for internal and client meetings. Front Desk & Office Maintenance Maintain cleanliness and organization of the reception area, lobby, and shared spaces. Keep supplies stocked and ensure the space always remains professional and client‑ready. Serve as the first point of contact for front desk equipment (printers, phones, etc.) as assigned. Report technical issues and coordinate service requests or vendor support as needed. Confidentiality & Professionalism Handle all firm and client matters with discretion. Maintain utmost confidentiality and professionalism in every interaction and communication. Other Duties as Assigned Support firm‑wide operations with additional tasks and special projects as needed. EDUCATION AND EXPERIENCE REQUIREMENTS: High school diploma or equivalent required; associate degree or administrative training preferred. 1–2 years of experience in a receptionist, administrative, or customer service role required. Experience in a law firm or professional office setting is preferred. Proficient in Microsoft Office Suite (Outlook, Word, Excel); experience with VoIP phone systems and scheduling tools is a plus. Strong interpersonal, verbal, and written communication skills. Demonstrated ability to multitask, remain organized, and maintain professionalism. PHYSICAL REQUIREMENTS & WORK ENVIRONMENT: The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Prolonged periods of sitting at a desk and working on a computer Frequent use of hands and fingers for typing, handling documents, and using office equipment Ability to speak clearly, listen actively, write clearly, and understand spoken and written communication Frequently required to stand, walk, and reach with hands and arms Specific vision abilities required include close vision for reading and computer use Ability to lift and carry items up to 25 pounds (e.g., packages, mail bins, or office supplies). Occasionally required to climb stepladder, balance, stoop, kneel, crouch, or crawl to retrieve files or office materials #J-18808-Ljbffr