Front Desk Receptionist

Losavio and DeJean, LLC is a professional law office specializing in Elder Law, Estate Planning, Estate Administration, and Special Needs planning. As such, our clients are our priority. Clients should be treated professionally and compassionately. Special care should be exercised to ensure that information and instructions are clearly understood by the client. Attention to client needs should be at the forefront of all client interactions. JOB OVERVIEW: A receptionist is an administrative professional who works at the front desk of a business. The receptionist is often the first contact a client has with the firm and represents the face and voice of the firm. The receptionist is the “gatekeeper” of the office, greeting visitors in a warm and friendly manner and securing the office doors as appropriate. The receptionist performs a variety of administrative and clerical tasks and provides administrative support to the attorneys and other staff by scheduling appointments, directing clients and visitors, maintaining the appearance of the office, and ensuring office equipment is functioning. MINIMUM REQUIREMENTS: High School Diploma or equivalent Documentation of right to work in the United States OTHER MINIMUM REQUIREMENTS: Possession of a valid Driver's license and reliable transportation to and from the office. Must be able to reliable commute to work. PREFERRED REQUIREMENTS: One year customer service experience One year of work experience in which administrative or clerical work was a primary work responsibility Proficient with Microsoft Office products and software or a Microsoft certification Experience using a multi-line business telephone system Data Entry experience Experience with various office equipment such as copiers, printers, and fax machines CPR/First Aid/BLS Certification DESIRED SKILLS AND COMPETENCIES: A pleasant personality and the ability to work cooperatively with others A professional, articulate, and pleasing voice and manner Ability to multi-task and prioritize in a professional environment Individuals with the following characteristics: energetic, organized, efficient, self-motivated, dependable, trustworthy, professional, work independently, compassionate, and team-oriented Strong written and verbal communication skills SUBSTITUTIONS: Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience based on six months of training for six months of experience for a maximum of one year of the required experience. Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience. College training will substitute for the required experience based on 15 semester hours for six months of experience. NOTE: Business or technical school training with less than completion will only be credited in six-month increments.Similarly, college training will only be credited in 15 semester hour increments. NOTE:Any college hours or degree must be from a school accredited by one of the following regional accrediting bodies:the Middle States Commission on Higher Education; the New England Commission of Higher Education; the Higher Learning Commission; the Northwest Commission on Colleges and Universities; the Southern Association of Colleges and Schools; and the Western Association of Schools and Colleges. JOB DUTIES: GREETING CLIENTS AND OTHER GUESTS: -Greet all guests in a friendly and professional manner. Cultivate an atmosphere of professionalism, competence, trust, and compassion. -Confirm appointment time and contact with the client/guest. -Inform the attorney that the client/guest has arrived. -Offer refreshments and seat clients in either the lobby or the conference room as appropriate. -Keep a record of guests in a logbook, noting time in and time out of the office. ANSWERING THE TELEPHONE AND ROUTING MESSAGES: -Answer all incoming telephone calls within three rings.Greet callers cheerfully and professionally, identifying the Firm and yourself. oPut calls on hold to answer another line or client at the window -Forward calls or take messages using Clio Messages as needed. -If the attorney for whom the call is for is not in the office take a concise, accurate, and complete message in Clio Messages and route promptly after ending the conversation with the caller. -Screen calls as directed. -Telephone calls are related to the Firm’s business. Do not engage in extraneous chit chat with callers. Spend time on the telephone calls wisely and professionally. -Maintain the voice mail message on the main incoming phone line. Periodically check the message for accuracy and to ensure the voice message engages as needed. SCHEDULING APPOINTMENTS: -Schedule client appointments with either Mr. Losavio, Mr. DeJean, Ms. Conques, Ms. Sanders as the client requests. If a client has no preference, schedule the first available time and attorney. -Collect relevant client information for all appointments. -Confirm appointments by telephone the workday prior to the appointment. Confirmation calls should be completed prior to noon the workday prior to the appointment. -Make every effort to reschedule appointments for clients that call to cancel. Immediately inform the appropriate attorney of cancellations. -Schedule follow-up appointments when needed. DATA ENTRY: -Enter all required client information into CLIO -Enter and route phone messages using Clio Messages -Create and use a Tickle File for follow-up phone calls or emails -Process intake file to potential client or client file as appropriate ATTORNEY CARE: -Each morning check with each attorney to oProvide any beverages or other refreshments. POTENTIAL FOLDERS: -Make sure all potential appointment folders are ready for appointment for Mr. Losavio -Scan all potential folders after appointments -Update all potential appointments in Clio Grow on the pipeline OTHER ADMINISTATIVE TASKS: -MAINTAIN CLIENT CONFIDENTIALITY AND CONFIDENTIALITY RELATED TO HUMAN RESOURCES OR PERSONNEL MATTERS. -Ensure the office door is open during office hours and locked during the lunch period and at the end of the workday. -Ensure the office maintains a clean and professional appearance.Tidy areas in every morning and throughout the day as needed.This includes the lobby (entry door), library, breakroom/kitchen, conference room, and bathrooms. -Check and load paper for all copiers, printers, and the fax machine each morning. -Monitor supplies for the breakroom/kitchen and bathrooms. Keep a weekly inventory of supplies in these areas. -Make copies as needed for the attorneys and other staff. -Assist in preparing marketing materials for mail out or for seminars. -Act as a witness for legal documents as needed. -Provide administrative support to other staff as needed or as directed. #J-18808-Ljbffr