Receptionist

SUMMARY:
-

POSITION INFO:

Purpose of the Role:

This role includes providing a positive first impression for clients and visitors, as the first point of contact at LM Attorneys. Demonstrating professionalism, courtesy, and efficiency and taking responsibility for scheduling appointments, managing attorneys’ calendars, and organizing meetings or consultations. Additionally, the receptionist will play a key role in ensuring a clean and welcoming atmosphere.

In this role the receptionist will perform various administrative tasks. These include maintaining client records, managing mail, organizing legal documents, and handling office supplies, ensuring confidentiality, and maintaining visitor logs. They will also work closely with the legal team, acting as a liaison between attorneys and clients, to ensure the timely exchange of information and materials. Overall, this role will contribute to the efficiency of the firm by supporting both the clients and the legal team, while maintaining an organized, secure, and professional office environment.

Responsibilities are but not limited to:

The employee’s duties are but are not limited to the following:

• Greet clients with professionalism, direct them to the appropriate attorney or staff member, and ensure that all inquiries are handled efficiently.
• Answering phone calls, responding to emails, and relay messages to the relevant team members. Managing the flow of information, ensuring that urgent matters are communicated quickly to the Attorneys or support staff.
• Schedule client appointments, coordinate meetings, and manage attorney calendars. Ensure that there are no scheduling conflicts and keep track of important deadlines, hearings, or consultations.
• Organize and maintain client files, legal documents, and case records. Ensure that documents are properly filed, stored, and easily accessible for the attorneys and staff.
• Maintaining confidentiality and ensuring that sensitive information is handled properly
• Assist with the preparation, formatting and proof reading of legal documents
• Monitor visitors entering and leaving the building, ensuring that only authorized individuals gain access to the office.
• Assist attorneys by making travel arrangements, this may include booking flights, arranging accommodation, etc.
• Create a welcoming and organized office environment by overseeing the reception area, ensuring cleanliness, and managing the waiting area to make clients feel comfortable

Key Skills required

• Being able to prioritize and handle multiple duties without compromising quality
• Uphold strict confidentiality discretion and professionalism
• Manage time effectively to ensure tasks are completed timeously
• Exceptional customer service skills, including patience, empathy, and a solution-oriented approach, for providing positive client experience
• Adaptable, able to handle changing demands, and remain calm under pressure
• Cooperative and able to contribute to a team, ensuring that all tasks are completed in a coordinated and efficient manner

Attributes

• Professionalism
• Confidentiality
• Attention to Detail
• Adaptability
• Strong Work Ethic
• Positive Attitude
• Organizational Skills
• Good Judgment
• Strong Interpersonal Skills
• Commitment to Learning

Requirements:

• Degree/ Diploma
• 2 to 3 years’ Experience working in a law firm
• Driver’s License