West Palm Beach, FL
RECEPTIONIST/OFFICE COORDINATOR
at a thriving national law firm *
$17.80-$20.68 per hour - full time - M-F, full benefits *
This is a full-time Reception/Office Coordinator position in the newly established West Palm Beach office at a full-service, national law firm that provides integrated multidisciplinary legal services for life science and technology companies with offices in New York, Washington, D.C., Boston and West Palm Beach
PRIMARY DUTIES AND RESPONSIBILITIES:
* Maintain the reception area by greeting clients and guests in a professional and friendly manner.
* Answer calls promptly and respond professionally to caller requests; follow up with callers on hold in a friendly manner; takes messages if necessary and distributes them through email or voicemail; screen the caller before sending to another person for handling.
* Assure security is maintained by monitoring the reception area and addressing security concerns.
* Ensure all resources needed to perform the receptionist function are available and up to date; maintain the professional, organized appearance of the reception area.
* Assist with scheduling various meeting rooms and other firm facilities, which includes coordinating with other departments and outside vendors to ensure all needs are met for each event.
* Take a lead role in set-ups for meetings and events, including arranging tables and chairs and placing linens, decorations and table settings.
* Provide food service delivery, including serving food and/or beverages in a friendly, courteous and timely manner.
* Assist in all aspects of attending to the conference rooms and meeting events, both on- and off-site at the firm.
* Clear dishes from tables during meetings, refill drinks as necessary, provide snacks and assist with any special needs during meetings.
* Take responsibility of assigned rooms and kitchen ensuring that they are clean. Ensure rooms have adequate supplies for the next scheduled meeting.
* Process vendor invoices by ensuring accurate coding in the accounting system and gaining appropriate approval.
* Contact vendors and/or conference services to rectify issues or concerns.
OFFICE COORDINATOR:
* Provide technical support to internal users, including maintenance and repairs.
* Handle responsibilities associated with office mail and reproduction jobs.
* Assist clients/visitors with administrative requests such as copies and scans; prints boarding passes where applicable; assist other departments with mail-outs and distributions as requested.
* Provide copy assistance for the office, which includes copying and distributing jobs and understanding when the task requires outside vendor assistance.
* Send out mail via USPS and overnight couriers; ensures all outgoing mail, courier packages and bulk shipments are processed correctly and mailed out timely.
* Receive and deliver mail in the office; ensure all incoming mail is processed and distributed to recipients accurately and efficiently.
* Provides general assistance and coverage where needed.
QUALIFICATIONS:
* Must have minimum of two-year college degree.
* Minimum of three years experience in law-related field.
* Familiarity with a PC. Must be comfortable with technology, but not necessarily a technologist.
* Must have excellent customer service skills and oral and written communication skills.
* Ability to work in a fast-paced team environment.
* Must be self-motivated with a positive attitude.
* Ability to project a professional image to internal and external clients.
* Excellent organizational skills and strong attention to detail.
* Needs to be able to learn quickly and follow detailed instructions.
* Ability to communicate effectively with people at all levels of the firm
Don't miss this great opportunity to join a reputable and thriving national law firm with a new office in West Palm Beach, Florida. Please call us directly at 239-299-1920