Law Firm Reception​/Office Services Professional

Description

Phelps Dunbar LLP is an AmLaw 200 full-service law firm offering an opportunity for a Reception/Office Services Clerk. As the first point of contact for clients and visitors, this role is crucial in setting a positive and professional tone, directly impacting client satisfaction and the firm's reputation for exceptional service. The Reception/Office Services Clerk will also provide office support through the performance of facility and administrative duties.

By efficiently managing office logistics, such as scheduling, supplies, and facilities, this position ensures the smooth operation of the office, contributing to the overall productivity and efficiency of the firm. This position is a fully in office role.

Essential Duties and Responsibilities:

• You will serve visitors by greeting, welcoming, and directing them in a professional and courteous manner.
• Sign for deliveries and ensure all mail and packages are distributed accordingly, including by electronic means, if required.
• Handle service requests directed to the reception desk in a prompt and professional manner.
• Schedule and coordinate conference rooms meetings and requests. Handle all calendaring for same.
• Set up and test equipment as needed for conference room meetings.
• Schedule and coordinate Visiting Attorney offices and requests.
• Provide facilities support, including a walk-through to report burned out lights to maintenance; clean refrigerators monthly; maintain tidiness of kitchen/breakroom and supply room, handle shredding bin services, etc.

• Receives and scans mail, documents, packages, and courier deliveries then deliver or distributes items accordingly.

• Assist with outgoing mailings and/or packages.
• Order and track kitchen and office supplies.
• Assist with new hire set up and orientation.
• Provide backup support to team, as needed.
• Perform other duties as assigned.
• Work consistently and effectively in a team environment.

Requirements

Education and Experience

Required:

• High school diploma or equivalent is required.
• Some college preferred.
• Customer Service experience preferred.
• Experience working in a front office meeting and greeting clients and guests as well as supporting multiple individuals in a fast-paced, high volume, service-oriented work environment.

Qualifications and

Skills Required:

• Computer literacy, including e-mail and proficiency in Microsoft Office software suite.
• Professional appearance and clear, articulate telephone voice.
• Experience supporting multiple individuals in a high paced work environment.
• Ability to work in a high volume, service-oriented environment.
• Experience working in a "front office environment" meeting and greeting clients and guests.
• Demonstrated ability to identify and resolve issues promptly and efficiently, ensuring minimal disruption to office operations and maintaining a high level of client satisfaction
• Proven adaptability in a fast-paced environment, with the ability to manage multiple tasks and shift priorities as needed to meet the demands of the office.
• Willingness to function as part of a team.

Performance Measures:

• Ability to work in a high volume, service-oriented environment.
• Ability to prioritize work and meet deadlines.
• Ability to be proactive and handle tasks without being told.
• Ability to work well within a team environment.
• Ability to interact well with personnel at all levels within the Firm.
• Ability to effectively adapt to changing priorities and unexpected challenges, maintaining a high standard of service and efficiency.
• Thoroughness, accuracy, and attention to detail are a must.
• Professional appearance.