Legal Receptionist & Switchboard - Pelican Staffing
Palo Alto, CA 94304
About the Job
Summary:
- Customer service experience.
- Experience handling a large volume of calls.
- Good written and oral communication skills.
- Professional demeanor.
- Working knowledge of MS Outlook/TEAMS/Excel.
- Detail-oriented.
- Proven ability to multi-task and prioritize.
- Proven ability to handle difficult situations professionally and tactfully.
- Responsibilities include answering the main phone lines to the office and directing the calls appropriately. You will welcome clients, vendors, and visitors to the office and notify the appropriate parties of their arrival, while maintaining the daily visitor log.
- In addition, you will schedule telepresence, conference rooms and visiting offices, and record incoming deliveries and arrange delivery with secretary/attorney.
- You will also arrange catering orders for meetings, assist with miscellaneous projects (mailings, labels, etc.), track parking validations, prepare check requests for general office invoices, and arrange ground transportation for attorneys and/or clients.
***Shift timing***
8:00 AM to 5:00 PM (Mon to Fri)
Job Type: Temp to Engage
Responsibilities:
Responsibilities:
- Provides exceptional customer service to the firm by performing a variety of job duties and responsibilities within the Legal environment.
- Maintains utmost professionalism and willingness to assist the Legal customers to include but not limited to law partners, paralegals and legal administrative assistants with value added services.
- Meets and greets all visitors and employees to the firm, providing them a professional welcome, going above and beyond in their service approach.
- Schedules meeting rooms, insuring that each conference room has the necessary supplies, beverages, video conferencing etc. prior to the clients meeting times.
- Answers all incoming telephone calls made to the firm, by following firm/Ricoh phone etiquette expectations and ensuring communication at a professional level.
- Engages in company and community service events or firm initiatives, philanthropies.
- Performs light clerical/admin asst duties:
- Performs a broad range of clerical duties that require knowledge of legal procedures and terminology as required.
- Prepares documents, maintains files and calendars, schedules appointments and meetings as required.
- Prepares legal documents and correspondence from draft or dictated text as required.
- Manages calendars and assists in meeting deadlines as required.
- Provides light housekeeping duties, maintaining an organized work space.
- Provides “value added” services as approved by Site Manager/Supervisor.
- Builds professional relationships with clients as well as employees within the firm.
- Educates themselves on the firm culture, the key people, the roles of those key people and assimilates themselves into the culture.
- Understands firm culture and expectations in regards to greeting clients and other visitors to the firm.
- Maintain proper visitor and guest security procedures as laid out by Ricoh and the firm.
- Monitors whereabouts of attorney’s and staff in order to appropriately handle telephone calls, visitors and / or questions.
- Serve as firm concierge in regards to guests, clients and staff, familiarizing themselves with the area, restaurants, coffee houses etc.
- Maintain professional appearance and cleanliness of firm lobby.
- Orders supplies when necessary, organize supply room, supply closets etc.
- Performs light hospitality when necessary, coffee, water, order food, drinks.
- Performs other duties as assigned.
Requirements:
Typically Required:
- High school diploma required.
- Two years of related business experience preferred, strong preference for Admin experience particularly in a law firm/legal environment.
- Associate Degree or Bachelor’s degree preferred.
- MS Office Suite experience, specifically Word, Excel and Power Point.
- Excellent customer service skills and detail oriented.
- Ability to handle multiple tasks simultaneously.
- Demonstrated organizational and communications skills.
- Proactive attitude.
Skills:
- Reception.
Source : Pelican Staffing
