Receptionist

The receptionist is an onsite, full-time, non-exempt position responsible for the operation of the firm’s lobby, reception area, and conference center in Portland, Maine. This position reports to the Director of Office Services and is onsite five days a week (Monday-Friday) from 8:30am-5pm.

Responsibilities

• Direct all incoming calls promptly and accurately to the appropriate attorneys and staff members. Conduct all telephone communication in an efficient, professional, confidential, and courteous manner.
• Greet all visitors and clients to the office in a pleasant and professional manner, obtaining the relevant information necessary to contact the designated recipient.
• Receive all delivered items and arrange for delivery to the designated recipient.
• Schedule and maintain records for conference room use. Coordinate the appropriate configurations for the multi-use conference room and help resolve conference room scheduling conflicts.
• Coordinate and collaborate with hospitality concierge to ensure smooth operation of daily conferences. Assist with room setups including configuration and catering arrangements. Ensure timely ordering and availability of linens for future needs.
• Assist firm members from other offices with reserving conference rooms and visitor offices.
• Maintain neatness and appearance of reception and nearby lobby areas.
• Coordinate with property management for necessary repairs throughout the office. Coordinate vendor and contractor support as needed.
• Assist Director of Office Services with managing access cards and the firm access card systems, programming doors and cards as needed and occasionally making recommendations to suspend access or assign new cards.
• Assist Director of Office Services with managing onsite parking.
• Assist secretarial and administrative staff with various projects as needed.
• Other duties as assigned.

Required Knowledge, Skills, and Abilities

• Minimum of 3-5 years of experience dealing with the public in a busy office setting.
• Proficiency with computer-based phone, voicemail, and auto attendant systems.
• Experience managing a busy phone system, occasionally handling simultaneous calls for the firm’s multiple offices.
• Computer proficiency that includes MS Office, email, and internet-based applications. Access control software experience is a plus.
• Strong verbal and written communication skills.
• Ability to interact with all visitors and callers, and provide information in an efficient, professional, confidential, and courteous manner.
• Ability to think and act quickly while maintaining a calm, controlled environment.
• Ability to solve problems and pursue solutions.

To apply, please email your cover letter and resume to Maria Howson at mhowson@pierceatwood.com.