Receptionist and Hospitality Specialist

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POSITION PROFILE

This position will work closely with office administration to ensure we represent the customer's culture to the external world. 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, including but not limited to law partners, paralegals, and legal administrative assistants, with value-added services.

This position includes, but is not limited to:

• Greeting outside callers/clients
• Managing conference room scheduling
• Preparing for key client visits (signage, workspace prep, etc.)
• Handling client travel arrangements where necessary
• Assisting with any group company activities (parties, group functions, department meetings, etc.)
• This position may also include general clerical, reception, copying, mail services, shipping and receiving products and supplies, sorting and distribution, handling incoming and outgoing mail.

This position reports directly to the Site Manager or Assistant Site Manager , depending on site personnel configuration.

JOB DUTIES AND RESPONSIBILITIES

• 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, ensuring that each conference room has the necessary supplies, beverages, video conferencing setup, etc. prior to the client's 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 assistant duties:
• Performs a broad range of clerical duties that require knowledge of legal procedures and terminology as required.
• Manages calendars and assists in meeting deadlines as required.
• Provides light housekeeping duties, maintaining an organized workspace.
• 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 regard to greeting clients and other visitors to the firm.
• Maintains proper visitor and guest security procedures as laid out by Ricoh and the firm.
• Monitors the whereabouts of attorneys and staff in order to appropriately handle telephone calls, visitors, and/or questions.
• Serves as firm concierge in regard to guests, clients, and staff, familiarizing themselves with the area, restaurants, coffee houses, etc.
• Greets visitors/guests—validates against guest list, provides badge, parking validation as necessary.
• Serves as company concierge in regards to guests, clients, and staff, providing tours of facilities, recommendations for hotels, restaurants, points of interest, etc.
• Coordinates catering for meetings with support staff and caterers.
• Maintains and updates company phone & speed dial lists.
• Schedules meeting rooms, ensuring that each conference room has the necessary supplies and setup prior to meeting times.
• Maintains professional appearance and cleanliness of firm lobby.
• Orders supplies when necessary, organizes supply room, supply closets, etc.
• Performs light hospitality when necessary (coffee, water, food orders, drinks).
• General kitchen, lunchroom, conference rooms, visitor offices upkeep—ensuring all spaces are tidy and neat with appropriate supplies.
• Assists with audio-visual equipment for meetings.
• Provides backup clerical support for Executive Assistants.
• Where/when appropriate, the individual will also be asked to help with other departmental/non-client business activities.
• Assists in daily management of facilities.
• Performs other duties as assigned.
• Creation of proposals in customer systems as well as print production environment.
• Supports Executive Level client-facing staff .
• Vendor procurement and coordination for special projects.
• Represents the culture of both Ricoh and the customer as required.

QUALIFICATIONS (Education, Experience and Certifications) Typically Requires:

• High school diploma or equivalent.
• 1-3 years of experience in the field or in a related area.
• Experience working in a Headquarters environment preferred.

KNOWLEDGE, SKILLS AND ABILITIES Outstanding organization and coordination skills.

• Demonstrated customer service skills.
• Good PC skills, including Microsoft Suite.
• Good problem-solving skills.
• Ability to use audio-visual equipment.
• Minimal supervision/oversight required.

WORKING CONDITIONS, MENTAL AND PHYSICAL DEMANDS Typically, an office environment with adequate lighting and ventilation, and a normal range of temperature and noise level.

• Work assignments are diversified . Interpret, comprehend, and apply complex material, data, and instruction—prepare, provide, and convey diversified information.
• Minimal physical effort required . Work is mostly sedentary but does require walking, standing, bending, reaching, lifting, or carrying objects typically weighing less than 50 lbs. (e.g., papers, books, files, and small parts, etc.).
• Moderate dexterity —regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination).

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.