Receptionist Job Description
Position Summary
We are seeking a professional, organized, and customer-focused Receptionist to serve as the first point of contact for clients, visitors, and callers. This position is responsible for greeting guests, managing incoming calls, performing administrative and clerical duties, maintaining office organization, and supporting daily operations in a fast-paced professional environment.
Key Responsibilities
Front Desk & Visitor Management
- Greet visitors warmly and professionally while determining the purpose of their visit.
- Notify appropriate staff members of visitor arrivals.
- Maintain an accurate visitor log, including name, affiliation, date, and time of visit, using Practice Master Client Manager software.
- Ensure the reception area remains clean, organized, and welcoming at all times.
Telephone & Communication Duties
- Answer and direct incoming phone calls promptly and professionally.
- Respond to general inquiries regarding office operations when appropriate.
- Route calls to employees and departments as needed.
- Take accurate messages and ensure timely delivery.
- Maintain a log of calls requiring follow-up action.
Administrative & Clerical Support
Perform routine clerical tasks, including:
- Processing incoming and outgoing mail
- Sending and distributing fax messages
- Coordinating package pickups and deliveries
- Photocopying, scanning, and filing documents
- Saving scanned documents into client folders
- Open and close files as needed
- Create referral files for new or existing referral attorneys in Practice Master
- Enter calendar appointments and prepare daily listings for staff and attorneys
- Print and distribute daily schedules/listings each morning
Office Operations & Meeting Support
- Accept and sign for packages; deliver to recipients or notify them of arrival.
- Order office supplies and maintain inventory levels.
- Keep conference rooms clean, organized, and meeting-ready.
- Assist with meeting setup by providing coffee, water, cups, and other requested supplies.
Additional Duties
- Perform other related duties as assigned or requested.
Qualifications
Education
- High School Diploma or equivalent required.
Experience
- 1–3 years of receptionist or administrative experience required.
Required Skills & Abilities
- Bilingual in Spanish (required)
- Strong initiative and problem-solving skills
- Excellent verbal and written communication skills
- Professional phone etiquette
- Strong organizational and multitasking abilities
- Ability to prioritize tasks effectively in a busy office environment
- Professional appearance and demeanor
- Strong customer service and interpersonal skills
- High attention to detail
- Proficiency with computers and office software
Extensive knowledge of:
- Adobe Acrobat
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
Preferred Qualifications
- Knowledge of Adobe Photoshop preferred
Benefits
- Comprehensive Health Insurance
- Dental Insurance
- Vision Insurance
- Union Money Purchase Pension Plan
- Tuition/School Reimbursement for approved job-related courses and continuing education
- Unionized Law Firm environment
- Vesting opportunities with long-term union benefits
- Contribution toward a Union Shop Vehicle after the vesting period
- Paid Holidays and Vacation after time vested
- Professional and supportive work environment
