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Company

Clark Hill
Address , Scottsdale, 85254, Az
Employment type FULL_TIME
Salary
Expires 2023-07-15
Posted at 11 months ago
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:
  • 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.
  • Collect and log hand-delivery packages and coordinate with Office Services team for delivery to appropriate recipient.
  • 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.
  • Effectively team with the backup receptionist to ensure that the appropriate levels of coverage are always maintained.
  • 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.
  • Maintain the office phone directory and other internal directories/lists.
  • Log and transmit incoming accounts payable and trust checks.
  • Efficiently handle process servers pursuant to firm policy and procedures.
  • 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.
  • Perform other duties or tasks as assigned or requested (as needed) by the Office Manager.
  • 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.
  • Submit and handle maintenance requests and serve as the primary contact for building maintenance personnel.
  • Oversee and balance petty cash box.
Knowledge/Skills/Education:
  • Team player orientation; flexible and adaptable to various situations and when interacting with many different personalities.
  • Superior understanding of office methods, procedures, and equipment.
  • Must be able to lift up to 15 pounds at a time.
  • Excellent computer skills, with proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
  • At least 3 years reception and/or office administrative work experience.
  • High level customer service skills, and the ability to effectively communicate and interact with clients, guests, visitors and vendors.
  • Candidates must be able to work 8:00 am – 5:00 pm Monday – Friday with flexibility and/or occasional overtime.
  • Prior, detailed experience utilizing a multi-line phone system.
  • Excellent communication skills, both verbal and written.
  • Requires prolonged periods sitting at a desk and working on a computer.
  • Previous experience working in a law-firm environment, preferred.
  • High level of organizational skills, and the ability to multi-task, and ability to manage a diverse workload.
  • Willingness to learn new skills and responsibilities.
  • Excellent attention to detail.
  • Ability to learn, interpret, and apply policies and procedures.
  • High school diploma or GED equivalent required; Associates degree or industry certification preferred.