Office Services Coordinator / Receptionist

Phelps Dunbar LLP is an AmLaw 200 full-service law firm. The Office Services Coordinator / Receptionist is responsible for performing and maintaining the daily tasks for the Office Services & Facilities department while adhering to specific policies and procedures. This position is responsible for greeting and assisting clients and visitors, answering incoming calls, directing calls to appropriate people and providing office support through the performance of facility and administrative duties. This position will assist and report to the Office Manager for the Raleigh office.

Essential Duties and Responsibilities:

• Serve guests and clients by greeting, welcoming, and directing them in a professional and courteous manner.
• Answer incoming calls and transfer to appropriate personnel.
• Provide excellent customer service to internal and external clients.
• Maintain a professional and good working rapport with clients, which requires discretion and judgment.
• Control the flow of telecommunications and handle messaging and service requests directed to reception desk in a prompt and professional manner.
• Schedule and coordinate conference rooms for firm meetings and/or visiting attorneys with staff. Set up and test video equipment for conference calls, and coordinate with New Orleans as needed.
• Set up conference rooms with necessary equipment and supplies for meetings.
• Sign for deliveries and ensure all mail and packages are distributed accordingly, including by electronic means, if required.
• Receive and scan mail, documents, packages, and courier deliveries then deliver or distribute items accordingly.
• Assist with outgoing mailings and/or packages. Prepare mail and packages for USPS, FedEx, and UPS as necessary.
• Coordinate troubleshooting and repairs of copy machines, Copitrak terminals, printers and other office equipment, replace consumable items in printers and other equipment, and clear paper jams.
• Scan and deposit checks, as necessary.
• Provide facilities support, ensure the upkeep and cleanliness of the office, including a walk-through to report issues to maintenance; tidiness and adequate stock of supply room; handle shredding bin services, send/receive offsite records, etc.
• Maintain organization and tidiness of kitchen/breakroom, conference rooms, supply cabinets, and copy rooms.
• Order, track, and restock office and kitchen supplies for the office. Coordinate ordering of business cards and letterhead with New Orleans.
• Issue and cancel building access cards.
• Make copies, scan, fax, and print documents, as needed.
• Perform new user orientation related to Facilities services (i.e.; UPS/FedEx, Office Services Intranet, Phone, First Aid, Copitrak, Fire Procedures, etc.)
• Handle other projects and tasks as assigned by the Director of Office Services & Facilities, Office Manager, and Managing Partner.

Education and Experience Required:

• Minimum of a high school diploma or GED is required and a minimum of 3-4 years experience preferably within a legal environment, or in an office services position.
• Experience working in a front office meeting and greeting clients and guests as well as supporting multiple individuals in a fast-paced, high volume, service-oriented work environment.
  
  

Qualifications and Skills Required:

• Computer literacy, including email and proficiency in Microsoft Office software suite.
• Excellent verbal and written communication skills, and organizational skills.
• Attention to detail, proofreading and filing aptitude.
• Prefer familiarity with multi-line telecommunications system.
• Ability to meet deadlines and prioritize work in a high volume, service-oriented environment.
• Experience working in a front office environment meeting and greeting clients and guests.
• Willingness to function as part of a team.
• Ability to work with Video Conferencing and scheduling software products.
• Regular and predictable attendance is an essential function of the job.

Performance Measures:

• Ability to work in a high volume, service-oriented environment.
• Ability to prioritize work, multi-task, and meet deadlines.
• Ability to be proactive and handle tasks without being told every detail.
• Ability to work well within a team environment.
• Ability to interact well with personnel at all levels within the Firm.
• Thoroughness, accuracy, and attention to detail a must.
• Professional appearance.