Position Summary:

Reporting to a Partner of the Firm, the Receptionist is responsible for greeting clients and visitors, answering inquiries, managing the incoming calls and directing to the appropriate individual, and managing incoming correspondence and courier services. The role may provide general administrative support to others as needed.

Specific Accountabilities:

Key Responsibility 1: Reception Responsibilities

Reception

· Greet and sign in clients and guests as they arrive

Inform the correct people of the clients arrival,

Lead client to appropriate boardroom and offer them refreshments when applicable.

· Manage lawyer calendars and manage all boardroom bookings for the office.

· Store items and documents for pickup by clients and ensure sign off by client that articles were picked up.

· Maintain cleanliness and organization of front reception area.

· Coordinate with maintenance workers when they come to office to conduct work.

· Oversee the Simple In/Out program:

Review who is in/out of the office on a daily basis

Adjust or make changes when needed

Ensure all staff are on the Simple In/Out system

Phone

· Answer phones and direct calls to the appropriate individual.

· Respond to basic questions and guide new callers to the appropriate information as needed.

· Maintain phone system and coordinate with Keeran (IT provider) if there is an issue as needed.

· Record and update any messaging on the phones including out of office, hour changes, updates to the staff directory etc.

Correspondence

· Forward/respond to incoming emails as appropriate.

· Forward and save incoming faxes, both physical and PDF versions.

· Sort, date stamp and deliver incoming mail, courier, and runner packages.

· Organize delivery of outgoing mail, courier, and runner packages.

· Post disbursements to LEAP as may be required.

· Assist with scanning, opening files, printing labels, envelopes and other tasks as requested by lawyers and assistants.

Office Duties

· Ensure collation room printers and fax machine are filled with paper, toner and are in good working order.

· Ensure 2 large copiers are filled with paper, toner and are in good working order.

· Assist with ordering supplies, catering, birthday cakes as needed.

· Maintain stock in reception fridge and snack/coffee station as needed.

· Clean and set up boardrooms after each use when required.

· Maintain reception manual with knowledge and list of office needs such as location of office items, where replacements are located, how to fix something, where keys are located, employee names and titles, etc.

· Send weekly reminders for the lunchroom cleaning schedule and update it with new dates monthly.

· Assist in the orientation of new hires as needed.

· Other projects as needed such as office inspections, fire escape plan, bathroom signage, research projects etc.

Qualifications and Education Requirements:

• High school diploma. Post-secondary Administration Certificate is preferred.
• Experience as a receptionist in a busy legal office is preferred.
• Demonstrates ability to look for innovative solutions when managing tasks.
• Strong oral, written and analytical skills; self-directed and accountable.
• Strong ability to adapt to a variety of working styles.
• Excellent interpersonal, relationship building and customer service skills.
• Ability to prioritize work and multi-task.
• Ability to handle private and confidential information in an ethical and professional manner.
• Readily adapts to changing priorities and effectively works in a high-volume work environment.
• Active problem-solving skills with a proactive mindset.
• Excellent verbal and written communication skills and ability and ability to demonstrate empathy with those clients experiencing difficult situations.
• Demonstrated ability to be flexible and responsive in dealing with situations of employees and clients.
• Ability to foster and maintain trusting and dependable working relationships.
• Ability to take initiative and work independently on individual assigned tasks, as well as ability to work in a team environment.
• Demonstrated attention to detail and the ability to work quickly while maintaining a high degree of quality and accuracy.
• Working knowledge of office equipment, like printers and fax machines.
• Thorough knowledge of and familiarity with Microsoft Office (Word, Excel, and Outlook and Teams), LEAP, and Adobe Acrobat.