Receptionist

Profile

Boston, MA

Our Boston Office is seeking an experienced Receptionist to join our Operations Team. This position is responsible for all functions and overall support of reception desk and switchboard in the Boston Office.

Essential Duties and Responsibilities

Receives and records information from internal and external callers using a multi-line telephone console.  Communicates/transfers to attorneys and staff as needed. Resolves issues and answers basic questions (directions, parking info) prior to transferring calls.

Meets and greets clients and visitors to the law office and ensures proper clearance and routing of parties.

Utilizes and maintains conference room reservation system to reserve conference rooms and visitor offices.  Reviews daily/weekly/monthly schedule to determine meeting needs.  Contacts meeting owners as necessary.  Ensures all meeting service requirements are set and ready as needed.

Holds daily meetings with Office Services and IT staff to review upcoming meeting schedules and video conference needs.

Runs daily and weekly reports for the department as needed.

Annually coordinates recurring meeting schedule and room reservations.

Maintains and monitors parking records of attorneys, staff and guests.

Maintains guest access through building security

Distributes daily e-mail of visitors in respective locations and posts on intranet.

Maintains neatness of lobby and reception area and reports any issues to supervisor.

Schedules and orders breakfasts, lunches and dinners daily, works with vendors and negotiates rates in accordance with firm budget.

Orders all conference room supplies in accordance with the budget.

Checks and reports or addresses any damage to conference rooms (broken chairs, paint dings).

Coordinates all technology needs for conference rooms as requested.

Plans Office Socials with Office Administrator or Office Services Manager approval.  Includes managing budget, room planning and crafting invitations.

Coordinates coverage of reception desk for lunch and evening hours.

Prepares check requests for breakfasts, lunches and dinners orders and tracks and monitors where each meal request is billed.

Assist with mailings, Word and Excel, and basic project overflow.

Provides courteous and efficient service to attorneys, staff and clients and observes confidentiality of client and firm matters.

Ability to perform all duties with minimal supervision.

Knowledge, Skills and Abilities:

HS Diploma or equivalent required.

Prior Receptionist experience required.

Ability to read and write at a level normally acquired through the completion of high school in order to process informational messages.

Ability to communicate clearly over the telephone as well as in person.

Outstanding interpersonal skills necessary in order to communicate by telephone and in person with visitors, attorneys and staff to provide information with ordinary courtesy and tact.

Ability to work in a fast-paced, high pressure environment.

Ability to handle telephone calls and visitors, lift small delivery packages, operate telephone equipment and record messages.

Work occasionally requires more than 40 hours per week to perform essential duties of the position.

While performing the duties of this job, the employee is required to sit for most of his/her job duties.  Visual requirements include reading off a computer screen as well as printed materials.  A high degree of dexterity is required due to frequent use of a telephone console.

Company info

Hinckley Allen & Snyder LLP.
Website : http://www.hinckleyallen.com