Receptionist

Job Description

Job Description

We are looking for a detail-oriented Receptionist to support daily front-desk and office operations. This long-term contract position is ideal for someone who enjoys creating a welcoming environment, managing communications, and keeping administrative workflows organized. The role blends receptionist coverage with clerical support, mail handling, records upkeep, and general office coordination. Success in this position requires strong attention to detail, reliability, and the ability to assist multiple team members in a fast-paced office setting.

Responsibilities:
• Manage a multi-line phone system, direct incoming calls to the appropriate contacts, and provide courteous front-desk support to visitors and staff.
• Process incoming and outgoing correspondence by sorting mail, handling faxes, preparing shipments, and ensuring deliveries are completed on schedule.
• Digitize documents by scanning, organizing electronic files, and separating records into the appropriate document groupings for storage and retrieval.
• Enter and maintain administrative data such as time records, diary dates, court or document copy references, and file index details with accuracy.
• Assemble and label physical file folders, then organize paper records, work copies, and correspondence within established filing systems.
• Support office upkeep by maintaining shared spaces such as the kitchen, copy area, conference rooms, and other common rooms in a clean and orderly condition.
• Prepare meeting and deposition spaces in advance, ensuring rooms are ready for internal and external attendees.
• Assist with high-volume scanning assignments, routine office errands, plant care, and other day-to-day operational tasks as needed.
• Provide general administrative assistance to attorneys, paralegals, and other office personnel while responding to shifting business priorities.
• Carry out additional duties assigned by office leadership or human resources to support efficient office operations.• Prior experience in a receptionist, front-desk, or administrative support role in an office environment that requires strong attention to detail.
• Ability to confidently manage inbound calls using a multi-line phone or switchboard system.
• Strong organizational skills with the ability to handle mail, digital records, data entry, and filing tasks with precision.
• Comfortable using office equipment and standard business software for scanning, document handling, and administrative tracking.
• Capable of maintaining professionalism while supporting multiple requests and priorities throughout the day.
• Able to lift and move materials weighing approximately 25 to 50 pounds when required.
• Dependable communication skills and a service-oriented approach when interacting with staff, clients, and visitors.