Front Desk Receptionist at Consumer Attorney Records Services

Pensacola, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

21 Sep, 26

Salary

0.0

Posted On

23 Jun, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Customer Service, Administrative Support, Phone Handling, Mail Processing, Document Management, Microsoft Outlook, Microsoft Word, Microsoft Teams, Organization, Communication, Multitasking, Confidentiality, Scheduling, Data Entry, Office Management, Records Administration

Industry

Legal Services

Description

FRONT DESK RECEPTIONIST Department: Operations Location: On-Site Work Schedule: Monday-Friday 8:00am-5:00pm FLSA Status: Non-Exempt; Hourly Position Summary The Receptionist serves as the first point of contact for visitors, clients, vendors, and employees while supporting the day-to-day administrative needs of the office. This role is responsible for maintaining a professional front desk environment, managing incoming calls and visitors, and assisting with mail processing and document distribution activities as business needs require. The ideal candidate is professional, dependable, organized, and customer-service oriented, with the ability to balance front desk responsibilities while providing administrative support to various departments. Essential Duties & Responsibilities Reception & Front Desk Support • Greet visitors, clients, vendors, and delivery personnel in a professional and welcoming manner. • Answer, screen, and direct incoming phone calls to the appropriate departments. • Receive and relay messages accurately and promptly. • Maintain a clean, organized, and professional reception area. • Monitor visitor access and follow company security and sign-in procedures. • Assist with conference room scheduling and visitor accommodations as needed. • Manage incoming and outgoing office communications and deliveries. • Provide general administrative support to departments as assigned. Mail Processing & Administrative Support • Receive, sort, date-stamp, and distribute incoming mail, packages, and deliveries. • Prepare outgoing mail, overnight shipments, certified mail, and courier requests. • Scan, upload, and route incoming documents to the appropriate departments. • Assist with processing incoming medical records, legal correspondence, invoices, and other business-related documents. • Maintain mail logs, shipping records, and tracking information as required. • Coordinate with USPS, UPS, FedEx, courier services, and vendors regarding delivery issues or shipment tracking. • Assist the Mail Processing team with document intake and routing during periods of high volume. • Identify and escalate urgent or time-sensitive correspondence to the appropriate personnel. Communication & Coordination • Communicate effectively with internal departments regarding visitors, mail, records, and deliveries. • Maintain positive working relationships with vendors, delivery personnel, and office visitors. • Provide timely updates regarding incoming correspondence and office-related matters. • Maintain confidentiality when handling sensitive client, employee, and company information. Office Organization & Compliance • Assist with maintaining organized filing systems and office records. • Monitor office supply inventory and communicate replenishment needs. • Follow company policies regarding confidentiality, document handling, and information security. • Support special projects and administrative tasks as assigned. Qualifications Required • High school diploma or equivalent. • Previous receptionist, customer service, administrative assistant, or office support experience. • Professional demeanor and strong customer service skills. • Strong organizational skills and attention to detail. • Excellent verbal and written communication skills. • Proficiency in Microsoft Outlook, Word, Teams, and other basic office software. • Ability to multitask and manage competing priorities in a busy office environment. • Ability to maintain confidentiality and professionalism at all times. Preferred • Experience handling mail processing, document management, or records administration. • Experience in a legal, healthcare, records retrieval, or professional office environment. • Familiarity with scanning, document routing, and electronic filing systems. • Experience working with shipping carriers such as USPS, UPS, FedEx, or courier services. Physical Requirements • Ability to sit, stand, and use a computer for extended periods. • Ability to lift and move packages, files, and office supplies weighing up to 25 pounds. • Ability to operate standard office equipment including scanners, printers, and copiers. What Success Looks Like Within the first 90 days, a successful Receptionist will: • Provide a professional and welcoming experience for visitors, clients, and callers. • Maintain an organized and efficient front desk operation. • Process and distribute incoming mail and correspondence accurately and timely. • Build positive working relationships with internal departments and external vendors. • Demonstrate reliability, professionalism, strong communication skills, and attention to detail. • Provide effective administrative support while helping ensure important records and correspondence reach the appropriate recipients.

Responsibilities

The Receptionist serves as the first point of contact for visitors and manages incoming communications and phone calls. They are also responsible for processing mail, distributing documents, and providing general administrative support to various departments.