06th November, 2024Are you a Receptionist/Office Assistant with professional services experience? Would you like to work in Northern VA (Metro accessible)?If so, R & W Group has a fantastic new opportunity! One of our favorite law firm clients is looking for a Receptionist/Office Assistant in the Reston, VA area. Position summary: In this role you would play a critical role with a focus on establishing effective work relationships with clients, attorneys, business professionals and providing exceptional customer service to all clients, guests and employees. Meeting assistance may include making arrangements with food services vendors, and coordinating with Operations, Guest Services and other departments to ensure that all requests for space, catering and AV/IS equipment are managed well and services are provided seamlessly. You would also perform various and other routine administrative duties. Specific duties include, but are not limited to, the following: Responsibilities:
- Answer telephones for attorneys/business professionals/clients and direct callers as requested or to voice mail, when appropriate
- Check general voice mailbox daily and forward messages to the appropriate attorney or other business professional members
- Greet and record/log visiting attorneys and personnel from other offices and inform local IS and Office Services team members of such visitors
- Escort guests, as needed to conference room
- Schedule visiting offices and coordinate with Administrative Services Manager or Director of Administration to confirm secretarial/practice team assistant support assignment, as needed
- Maintain and update reservation details and other logistics in firm provided software (EMS, Zoom, etc.) for conference rooms. Work closely with the Guest Services, Office Services and Information Services (IS) team to ensure meetings run smoothly. Respond promptly to conference room requests or questions, providing excellent customer service when resolving issues
- Collect information to register visitors for building access, input information and send confirmation/access emails, as needed
- Coordinate logistical requirements for all in-house functions serving as the office contact for meetings and coordinating appropriate meal or beverage set-ups
- Assist clients and attorneys with local restaurant reservations, as needed
- Assist clients and/or visitors with local transportation needs
- Maintain and update office floorplan of all office assignments
- Work with Administrative Services Manager, Director of Administration, Guest Services or Operations Manager for resolution when conference schedule conflicts arise
- Knowledgeable of all personnel and departments in the office. Utilize appropriate resources to provide information regarding personnel and departments in other offices of the firm
- Knowledgeable of all office wide amenities, as well as assisting Administrative Services Manager, Director of Administration, Guest Services or Operations
- Maintain a neat and orderly Reception area
- Maintain a secure environment at reception area and floor entrances, ensuring that clients or guests, including former employees, do not enter our space without approval
- Maintain security badge log (new hires, temporary loaner keys, etc.)
- Print out the wireless guest password and distribute to clients, as necessary
- As part of the Facilities team, work with on-site property manager to arrange for general facility maintenance including light bulb replacement, temperature adjustments and other issues. Submit work orders for maintenance issues to building management as needed
Additional responsibilities:
- Oversee purchasing function; place order with supply vendor and manage special request for supply items. This includes office supplies and stationery items (letterhead, business cards, etc.)
- Facilities/Office Services with Emergency Preparedness plan, including, but not limited to: maintenance of safety and disaster recovery plan, handling emergency food inventory, assisting with fire drills, emergency team recruiting and employee safety training
- Process and code vendor invoices
- Serve as content coordinator for the office web page, ensuring that it is consistently up-to-date, helpful, innovative and useful as a resource to the office
- Maintain awareness of all internal office/department wide events/activities with the ability to direct employees to the appropriate source for additional information for the event/activity (e.g., socials, special events, milestones, or such)
- Draft and/or circulate daily office visitor email to local office
Skills & experience: Required:
- Exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
- Available to work overtime, as required
- Familiarity with making international and long-distance calls to enable the receptionist to assist clients, guests or firm personnel
Preferred:
- Bachelor's degree
- Prior customer service, receptionist or concierge experience
- Previous law firm experience
Competencies:
- Ability to interact in a professional, cooperative and tactful manner with clients, co-workers and others both in person and on the telephone
- Detailed-oriented and adaptable
- Punctual
- Pleasant and professional demeanor with clear speaking voice and excellent spoken and written command of English
- Excellent verbal, written, organization, computer, and interpersonal skills
- Ability to maintain confidentiality
- Ability to effectively work individually and use critical thinking skills to solve operational issues, knowing the difference between when to solve an issue on one's own and when to elevate it to the next level for help
- Team player
- Ability to prioritize and handle multiple tasks simultaneously
- Ability to work well under pressure within a deadline-driven environment
Salary is $52 - 62K (DOE) plus solid benefits including health insuranceFantastic teamApply online or register with us at www.r-wgroup.com