Job description
Clark Hill PLC is seeking a full-time receptionist/secretary for its Scottsdale office location. This position is responsible for managing the reception desk and front office and performs a variety of intermediate level administrative and secretarial tasks as directed and required for the support of the office and requesting individual.
Primary Receptionist Responsibilities:
- Manage the day-to-day operations of the office reception desk and answer all incoming phone calls in a timely manner, screen and route calls, and take messages as needed or required.
- Ensure that the reception desk is open and ready for business at the beginning of each business day and ensure that the reception area is neat and organized providing a welcoming atmosphere to firm guests and visitors.
- Greet all clients and visitors to the firm, and contact the appropriate attorneys, legal administrative assistants, paralegals, or other staff members to announce their presence in an efficient manner.
- Serve coffee/tea and water to visitors.
- Maintain and oversee the scheduling of all conference room needs and coordinate set-up instructions and information to the Office Services team to ensure that the room is prepared as requested and on schedule.
- Efficiently handle process servers pursuant to firm policy and procedures.
- Collect and log hand-delivery packages and coordinate with Office Services team for delivery to appropriate recipient.
- Coordinate with Office Services Team to research unidentified mail items for distribution to appropriate recipient and, if needed, distribute office-wide e-mails regarding same.
- Log and transmit incoming accounts payable and trust checks.
- Oversee and balance petty cash box.
- Maintain the office phone directory and other internal directories/lists.
- Submit and handle maintenance requests and serve as the primary contact for building maintenance personnel.
- Effectively team with the backup receptionist to ensure that the appropriate levels of coverage are always maintained.
- Perform other duties or tasks as assigned or requested (as needed) by the Office Manager.
Knowledge/Skills/Education:
- High school diploma or GED equivalent required; Associates degree or industry certification preferred.
- At least 3 years reception and/or office administrative work experience.
- Superior understanding of office methods, procedures, and equipment.
- Ability to learn, interpret, and apply policies and procedures.
- Prior, detailed experience utilizing a multi-line phone system.
- High level of organizational skills, and the ability to multi-task, and ability to manage a diverse workload.
- Excellent communication skills, both verbal and written.
- High level customer service skills, and the ability to effectively communicate and interact with clients, guests, visitors and vendors.
- Excellent computer skills, with proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Excellent attention to detail.
- Team player orientation; flexible and adaptable to various situations and when interacting with many different personalities.
- Willingness to learn new skills and responsibilities.
- Previous experience working in a law-firm environment, preferred.
- Candidates must be able to work 8:00 am – 5:00 pm Monday – Friday with flexibility and/or occasional overtime.
- Requires prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at a time.
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