Receptionist Administrator

at  McGuireWoods LLP

Overview:
Deliver excellence in both internal and external client service at all times. Perform receptionist duties and various other duties of the Firm. Requires initiative, good judgment, be proactive and must have the ability to present a professional image. Knowledge of Firm personnel, Firm procedures, and Firm locations required. Must have the ability to consistently multitask and prioritize.

Responsibilities:

• Welcomes and announces all clients and visitors.
• Follows security protocol and procedures for clients and visitors.
• Answers and directs inquiries accordingly through attendant console software. Relays accurate messages as required.
• Extends hospitality services as necessary (e.g., assists with personal belongings, offers beverages, basic print/copy assistance, coordinates parking for clients, arranges taxi and courier services).
• Books taxis and couriers.
• Ensures that courier packages left in reception are collected.
• Manages conference room reservations; reserves and confirms new reservations, approves pending reservations, adjusts meeting locations as necessary and notifies appropriate parties of changes or updates, and accurately maintains electronic room reservation system.
• Ensures reception, conference room, and visiting attorney areas are maintained to Firm standards.
• Enters invoices on Chrome River (online expense reporting and invoice managing system).
• Communicates information to firm via Portal and weekly newsletters.
• Reserves Visiting Attorney offices and coordinates special requests for clients, internal personnel, and visitors.
• Works closely with appropriate personnel to ensure meeting requirements are coordinated (e.g., Audio/Visual, conference room set-ups and food and beverage requests). May handle requirements directly.
• Provides general administrative assistance to professional staff; management and attorneys as required.
• Maintains various lists and directories as required.
• Maintains knowledge of emergency procedures and participates as part of the Building Evacuation Team.
• Communicates facility maintenance needs to appropriate personnel.
• Assists the Office Administrator in dealing with maintenance and repairs and liaising with contractors to carry out repairs.
• Assists Marketing in arranging in-house events and other ad hoc duties.

Qualifications:

• Requires a minimum of two years related experience and/or training.
• Receptionist or multiline telephone experience preferred.
• Proficient in console operations.
• Professional demeanour.
• Excellent verbal and written communication skills.
• Ability to enter data in online financial management system from invoices received.
• Ability to work under pressure, multitask, and prioritize.
• Professional telephone etiquette.
• Ability to work overtime as required.
• Proficient typing skills.
• Strong computer skills to include proficiency in Word, Outlook, and Internet.

• Welcomes and announces all clients and visitors.
• Follows security protocol and procedures for clients and visitors.
• Answers and directs inquiries accordingly through attendant console software. Relays accurate messages as required.
• Extends hospitality services as necessary (e.g., assists with personal belongings, offers beverages, basic print/copy assistance, coordinates parking for clients, arranges taxi and courier services).
• Books taxis and couriers.
• Ensures that courier packages left in reception are collected.
• Manages conference room reservations; reserves and confirms new reservations, approves pending reservations, adjusts meeting locations as necessary and notifies appropriate parties of changes or updates, and accurately maintains electronic room reservation system.
• Ensures reception, conference room, and visiting attorney areas are maintained to Firm standards.
• Enters invoices on Chrome River (online expense reporting and invoice managing system).
• Communicates information to firm via Portal and weekly newsletters.
• Reserves Visiting Attorney offices and coordinates special requests for clients, internal personnel, and visitors.
• Works closely with appropriate personnel to ensure meeting requirements are coordinated (e.g., Audio/Visual, conference room set-ups and food and beverage requests). May handle requirements directly.
• Provides general administrative assistance to professional staff; management and attorneys as required.
• Maintains various lists and directories as required.
• Maintains knowledge of emergency procedures and participates as part of the Building Evacuation Team.
• Communicates facility maintenance needs to appropriate personnel.
• Assists the Office Administrator in dealing with maintenance and repairs and liaising with contractors to carry out repairs.
• Assists Marketing in arranging in-house events and other ad hoc duties