Receptionist/Office Service Assistant

Summary

The Receptionist/Office Services Assistant is responsible for the professional and efficient coordination of visitors, the presentation of a professional office/reception environment and for general office administrative duties, including mail handling; services for conference rooms, all guest/visitor areas, lunchroom, and coffee rooms; and handling other administrative duties as assigned. The individual maintains courteous and professional contact with both internal and external clients and observes confidentiality of client matters. This position also performs a variety of administrative activities and related tasks.

Please submit your application by no later than 45 days following the posted date. Applications received after this date may not be considered.

Required Education & Experience

• High School diploma or equivalent.
• Minimum of one (1) year related experience and/or training.

Preferred Education & Experience

• Law firm experience preferred.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. In order to perform one (1) or more essential functions of this role, a minimum of five (5) days in the office is required.

• Support Services (30%)
  
  
  
  • Retrieve mail, sort and distribute.
  • Deliver contents of Stinson overnights.
  • Deliver all hand deliveries/UPS/Fed Ex packages.
  • Meter outgoing mail and prepare Fed Ex/UPS packages for shipping.
  • Maintain postage meter - check for and download updates, fill meter with postage, check ink and meter tape supplies, place service calls and order necessary supplies.
  • Order and maintain inventory of Fed Ex/UPS supplies and certified mail, return receipt requested labels.
  • Drop off all mail and Fed Ex/UPS packages at end of day.
  • Keep log of all hand deliveries.
  • Maintain building access card check out log.
  • Handle Services of Process.
  • Maintain office printer/copier machines including filling paper trays, cleaning glass surfaces, ordering and replacing toner, ordering paper and placing service calls.
  • General administrative and clerical support including copying and scanning.
  • Order general office supplies.
  
  
  
  
• Reception (20%)
  
  
  
  • Greet guests in a professional, friendly, and hospitable manner.
  • Record visitors on Guest Sign-In Registry, provide parking validation and act as an information desk.
  • Maintain clean lobby/entry.
  • Handle scheduling of conference rooms and visiting attorney offices. Communicate video conferences to Tech Help.
  • Order lunches.
  • Arrange couriers/deliveries.
  • Coordinate with Office Manager regarding building maintenance issues, HVAC issues, etc.
  • Arrange for transportation for clients/visitors.
  
  
  
  
• Facilities and Hospitality (20%)
  
  
  
  • Provide services for and maintain appearance of conference rooms, visiting attorney offices, office kitchens and supply rooms.
  • Perform set-ups, clean-ups, inventorying, ordering and stocking of supplies within each room, and emptying/starting dishwashers. Includes inventorying and ordering drink supplies for conference rooms.
  • Position is involved in cleaning private offices for new hires or internal relocations.
  • Clean out refrigerator in kitchen on a monthly basis.
  
  
  
  
• General and Administrative (20%)
  
  
  
  • Proactively demonstrate effective teamwork and provide assistance to other staff as time permits.
  • Work cooperatively with other departments and individuals in the Firm.
  • Performs other duties as assigned.
  
  
  
  
• Library (5%)
  
  
  
  • Shelve books and periodicals, both in Library and in attorney offices.
  • File loose-leaf services.
  • Contact vendors for missing book pages.
  • Search for missing Library materials in attorney offices.
  
  
  
  
• General and Administrative (5%)
  
  
  
  • Performs other duties as assigned.
  
  
  
  

Competencies

• Strong verbal and written communication skills.
• Self-motivated with excellent organizational skills and attention to detail.
• Highly professional with a strong customer service orientation, commitment to meeting deadlines, and ability to multitask in a fast-paced and dynamic environment.
• Strong professional, independent thinking skills with strength in problem solving and the ability to offer constructive opinions and creative solutions.
• A team player who motivates and educates other team members.
• Regular and predictable attendance is an essential function of the position.

Supervisory Responsibility

This position has no supervisory responsibilities.

Travel

No travel is expected for this position.

Work Environment & Physical Demands

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the responsibilities of the position, these work environment characteristics are representative of the environment the person in this position will encounter. While performing the duties of this job, the employee will work in a professional, fast paced office environment that may require additional hours to complete work.

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the position. If an employee is unable to perform the essential functions of the position, Stinson LLP will evaluate whether a reasonable accommodation can be made to enable the employee to perform the described essential functions of the position. Generally, due to the nature of this office position, while performing the responsibilities of the position, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds. Vision abilities required by the job include close vision.

EEO Statement

Stinson LLP is an equal employment opportunity (EEO) employer. We encourage qualified minority, female, veteran, disabled, and other diverse candidates to apply to be considered for open positions. We offer a competitive compensation and benefits package. We conduct criminal background checks on all individuals offered employment. Information gathered through applicant voluntary self-identification will be used for statistical reporting and to measure the effectiveness of our EEO outreach efforts. All information is requested on a voluntary basis and will be kept confidential. We will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.