JOB DESCRIPTION - Receptionist
The purpose of this job description is to outline the functions and responsibilities for the Receptionist role at the Estate, Trust & Elder Law Firm. This position reports directly to the Office Manager.
ESSENTIAL FUNCTIONS
The receptionist is a key factor in the overall image of the firm and is affectionately referred to at ETELF as the Director of First Impressions. Promptness in answering incoming calls and courtesy in all situations is of the utmost importance.
The receptionist’s desk should rarely be left unattended as visitors should be greeted when they arrive so they will not wander back into the working area.
This is a highly professional atmosphere; therefore, the receptionist should have stellar communication skills and dress appropriately because they will be meeting, seating and directing clients to conference rooms to meet with the attorneys and/or paralegals.
The basic functions of the Receptionist role are to facilitate efficient operation by performing a variety of clerical and administrative tasks. Included are:
· Front desk and surrounding areas are to be kept neat and clean in appearance
· Office files and related materials should be on the desk only as necessary for the receptionist to perform clerical duties
· Confidentiality of files should be monitored while clients are in waiting area
· Avoid personal phone calls when clients are in the waiting area
· Appointment confirmation day before for attorney/paralegal appointments and assembly of appointment folders as necessary
· Processing/scanning mail
· Answering of phones and transferring calls
· Forward voicemails and electronically received faxes to the responsible parties
· Take messages when appropriate with name, number, email (if applicable), specific reason for calling
· Make sure copier is filled with paper at all times
· Make sure waters/sodas and coffee supplies are filled
· Turn down air when arriving for the day/turn up air before leaving for the day
· Replenish conference room/lobby with pens, note pads, and business cards
· Offer clients water, coffee or soda upon welcoming them
· Unlock and lock doors in the morning and evening
· Turn lights on when arriving and off in the mornings and evenings
· Knowledge of copier, fax, postage machine
· Copying, Faxing and Scanning
· Creating contacts/matters in Clio and migrating file folders
· Closing out files, prepare for storage
· Relief for intake department as needed
· Reordering of office supplies
· Schedule FedEx mailings
OTHER FUNCTIONS
· Contacting IT company to report printer and/or computer issues and follow up of same
· Contacting telephone company to report issues and follow up
· Circulating of thank you and sympathy cards
· Processing original estate planning documents and preparing copy set as needed
· Creating invoices for consultations and receiving payments as needed
*** Please DO NOT apply via indeed but send your resume to [email protected]***
Job Type: Full-time
Pay: $16.00 - $18.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Employee discount
- Paid time off
Experience:
- receptionist: 1 year (Required)
- Law office: 1 year (Preferred)
Ability to Commute:
- Fort Pierce, FL 34951 (Required)
Work Location: In person
