The receptionist plays a crucial role in providing the first point of contact for visitors, clients, and customers to our office. As such, the receptionist should look and act professional at all times. Their primary responsibility is to manage the front desk, handle incoming calls and assist people with their inquiries. The receptionist is responsible for the care of the physical office and must be clean, organized and detail oriented.
This is a 40 hour per week job, Monday through Friday 8:30 am to 5:00 pm. Pay starts at $18.00 per hour. This is an entry level position with unlimited growth potential for the right candidate. Upon acceptance of the position the candidate agrees to a 90 day probationary period.
To apply please provide us with a resume either by mail or in person at 5923 Clark Road, Suite G, Paradise, CA 95969 or by email to [email protected].
Below is a more comprehensive job description that covers various aspects of the role:
Greet Visitors: Welcome and greet visitors in a professional and friendly manner. Direct them to the appropriate person or department.
Answer Calls: Handle incoming calls on a multi-line phone system, route calls to specific people, and take messages.
Administrative Support: Provide administrative support to other team members, including monitoring schedules, simple letter preparation, basic proof reading and being prepared during appointments to assist lawyer and paralegal. Following detailed instructions from other team members and asking questions if instructions are not clear.
Customer Service: Assist clients, customers, and vendors with their inquiries, providing information about our office and services in a professional and friendly manner. Also, providing referrals to other law offices.
Office Maintenance: Keep entire office clean and organized, ensuring a professional appearance at all times. Keep track of office supplies so that orders can be placed when necessary (before running out of supplies).
Handling Mail and Email: Sort and scan mail, receive packages, and monitoring email correspondence, including advising team members when emails require immediate attention. As receptionist skills develop, preparation of a cover letter enclosing copies of incoming mail to clients for their information and records.
Record Keeping: Maintaining detailed notes of visitor interactions at the front counter, all incoming mail and documents dropped off by clients and all calls received.
Security: Maintaining a safe working environment.
Communication: Relay important information to team members promptly and accurately.
Multitasking: Handle multiple tasks simultaneously, such as answering phones while assisting visitors and managing administrative duties.
Requirements:
Education: High school diploma or equivalent. Additional education in office administration or related field is a plus.
Experience: Prior experience as a receptionist or in a customer service role is preferred but not mandatory. Will train the right person who is motivated to succeed.
Communication Skills: Excellent verbal and written communication skills including taking detailed notes. Ability to communicate effectively with people at all levels.
Organizational Skills: Strong organizational skills and attention to detail are essential for managing various tasks efficiently.
Computer Skills: Proficiency in using word processing programs (Wordperfect/Word) and basic knowledge of office equipment.
Professionalism: Maintain a professional appearance and demeanor. Handle confidential information with discretion.
Customer Focus: We take a customer-oriented approach and the ability to provide excellent customer service to visitors and callers.
Punctuality: Be punctual and dependable, arriving on time for scheduled shifts.