Receptionist

 

Receptionist

Posted: December 17, 2021

Summary and Purpose

The Receptionist is usually the first point of contact for in-person Ruder Ware clients, visitors, and phone inquiries. As such, the Receptionist must display the utmost professionalism and refer the guest or caller to the appropriate resource quickly and efficiently. Additionally, the Receptionist is an essential member of the Office Services staff and will perform other duties related to the general function of the office as necessary.

Essential Duties and Responsibilities

  • Greets clients and visitors in a friendly, professional manner; promptly serving them while presenting a positive first impression.
  • Responds to clients and visitors by directing them to conference rooms and providing refreshments as needed.
  • Receives incoming telephone calls in a professional and friendly manner, determines the caller’s needs, and responds personally or refers the call to the appropriate individual.
  • Maintains Firm calendars for all recurring meetings using Microsoft Outlook and Sharepoint.
  • Coordinates attorney and staff presence by tracking where attorneys are, which staff are out, and who is providing coverage.
  • Is aware at all times of professional staff schedules (calendars) to efficiently direct callers.
  • Works with other receptionists in the other offices to coordinate attorney visits, handing off phone calls, scheduling meetings, and courier deliveries.
  • Sets up videoconferencing in conference rooms as needed.
  • Maintains cleanliness and supplies in all conference rooms.
  • Tracks cold calls by utilizing and maintaining Microsoft Excel spreadsheet.
  • Coordinates various annual volunteer opportunities for the Firm staff.
  • Responsible for point of contact for the Dudley building maintenance as it pertains to Ruder Ware needs.
  • Update & maintain documents on Sharepoint as assigned.
  • Coordinates the pick-up and delivery of interoffice mail.

Knowledge, Skills and Abilities Required:

  • Ability to communicate with clarity via telephone contact and face-to-face in a friendly and courteous manner.
  • Ability to work at a fast pace and interact with a diverse group of employees and clients.
  • Ability to work independently and as a member of a team.
  • Ability to multi-task and be flexible.

Minimum Education Required: High School Diploma

Minimum Related Years of Experience Required: At least 2 years preferred

Credential/Licensure Required: Valid Wisconsin Driver’s License

Skills Required:

  • Excellent oral and written communication.
  • Ability to be proactive.
  • Excellent organizational skills.
  • Courteous personality with professional demeanor and attire.
  • Ability to deal discretely with sensitive financial and business information and maintain strict confidentiality of such information.
  • Ability to handle stressful situations with attorneys, staff, and clients in a calm and effective manner.
  • Computer skills to navigate Windows products including Microsoft Word, Outlook, Excel, and PowerPoint.
  • Promotes teamwork and collegiality.

Job Type: Full-time

If interested in applying for this position, please e-mail a resume and any other credentials to kthyne@ruderware.com.

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