RECEPTIONIST

Job Summary

The Receptionist Level I is responsible for providing premier, white-glove level of professional service when answering incoming telephone calls, processing requests for taxi reservations and document transmissions, and conveying a prompt, confident welcome for a moderate volume of visitors. 

ESSENTIAL JOB DUTIES & RESPONSIBILITIES
•Answer up to 50 incoming telephone lines per day in a timely, friendly, professional manner; record messages with accuracy and appropriately handle or refer questions and requests.
•Assist with placing international calls and conference calls.
•Welcome clients with exceptional service, assess the purpose of visit, and escort them to their designated conference rooms or other meeting areas, while consistently upholding a high standard of professionalism and courtesy.
•Actively monitor the event management system (EMS) software to stay informed of real-time conference room activity, ensuring timely communication and updates are provided to Conference Services upon request.
•Identify Partners and Directors by name and facial recognition to provide them with immediate responses and updates.
•Update arrival and departure information for visitors in the Escort Register.
•Transmit faxes, monitor incoming fax queues, and ensure timely routing of faxes to the appropriate recipients.
•Troubleshoot and test fax transmissions for various locations.
•Process car service requests for visitors and staff, issuing confirmation emails to requesters. Responsibilities include monitoring flight arrival statuses and ensuring timely dispatch of vendor’s vehicles to meet passengers. A quality control (QC) taxi operator serves as both a backup and accuracy checker, sharing full responsibility with the primary operator for the accurate review and coordination of transportation services.
•Monitor taxi progress via the dispatch system to ensure timely arrivals at correct locations and communicate changes as necessary.
•Enter NY visiting office reservations on EMS and Home Page; issue confirmation emails. 
•Follow daily assignment schedule to ensure reception coverage across multiple floors.
•Perform other duties as assigned.

EDUCATION 
REQUIRED
•High School Diploma or equivalent
PREFERRED
•Associate degree in business or communications
•Professional certification in customer service or administration

Long Description

SKILLS AND EXPERIENCE
REQUIRED
•Ability to communicate in a clear and professional manner.
•2 to 4 years of relevant experience.
•Strong telephone etiquette and customer service abilities.
•Attention to detail; ability to take and distribute accurate and clear messages both verbally and in writing.
•Strong organizational and multi-tasking skills with the ability to adjust as per the changing environments.
•Demonstrate enthusiasm and attentiveness.
•Basic knowledge of MS Outlook and Word.
•Ability to type 30 wpm.
•Basic math skills. 

PREFERRED
•Experience in a law firm environment.
•Basic knowledge of MS Excel and PowerPoint.
•Ability to type 50 wpm.

PHYSICAL DEMANDS (REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS)
Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
•Sitting: Remaining in the seated position, particularly for sustained periods of time
•Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another
•Lifting: Raising objects from a lower to a higher position or moving objects horizontally
•Carrying: Transporting an object, usually holding it in the hands or arms, or on the shoulder
•Pulling/Pushing: Using upper extremities to exert steady force upon an object so that the object moves toward or away from the force
•Bending/Stooping/Kneeling/Crouching: Bending body downward and forward by bending legs and spine, or by bending legs at knees
•Reaching: Extending hand(s) and arm(s) in any direction

WORK ENVIRONMENT
The worker is not substantially exposed to adverse environmental conditions as in typical office or administrative work (normal light, air and space in the work environment)