SUMMARY: Rubin and Rudman LLP is seeking a welcoming part-time Receptionist at our Boston location of 53 State Street. The Receptionist serves as the first point of contact for employees, clients, and vendors and should have extraordinary phone and email etiquette. The ideal candidate will be a team player and comfortable navigating office protocols. This position requires working on-site Mondays through Fridays from 1:00 - 6:00PM and reports to the Executive Assistant.
ESSENTIAL DUTIES AND RESPONSIBILITIES:- Regular and dependable on-site attendance Monday through Friday from 1:00 - 6:00PM.
- Maintains neatness of lobby and reception area.
- Receives information from phone callers or individuals arriving in person, and then communicates it to attorneys and staff.
- Responsible for answering and directing phone calls to appropriate employees through Zoom phone system.
- Log all visitor and maintenance requests into the Proxy Click Portal.
- Meets and greets clients, visitors, and vendors to the firm and alerts hosts of their arrival and needs.
- Ensures proper clearance of outside guests and routing of them in accordance with firm policies; notifies supervisor of any conflict.
- Schedules and maintains records for utilization of conference rooms in the office and communicates with employees when there are scheduling conflicts.
- Log in and maintain daily attendance for clients and employees, send daily email updates of office flow stats.
- Alert designated employees of Fiduciary check arrivals.
- Opens, sorts, and distributes mail appropriately.
- Assists with recording Accounting related mail.
- Maintains and creates the "Out of Office" and "Reception Coverage" calendars.
- Responsible for closing the office at the end of each day (locking doors, shutting down the computer and phone).
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:- Prior customer service experience required, light office experience preferred.
- Ability to type brief memos or e-mails that are professional and free of error.
- Knowledge of Microsoft Office preferred including Word, Excel, and Outlook.
- Work occasionally requires a high level of judgment and ability to multi-task when volume of phone calls and visitors is high, or when performing other essential duties.
- Ability to handle phone calls and visitors in a courteous manner, lift small delivery packages, operate Zoom phone software and record messages.
- Regular attendance is required and occasionally requires irregular hours and/or more than 25 hours per week to perform the essential duties of the position, including optional coverage of other receptionist's time off.
- Perform all duties with minimal supervision and work as a team player as this is a shared role.
WORKING CONDITIONS: - Normal office environment with little exposure to excessive noise, dust, temperature and the like.
This job description is intended to be general and will evolve over time. The description is subject to periodic updating. At management's discretion, the employee may be assigned different or additional duties from time to time.
Qualified applicants must be able to complete essential duties and responsibilities with or without reasonable accommodation(s).
Rubin and Rudman is an equal opportunity employer. All applicants will be considered for employment without attention to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by applicable law.