Receptionist

Summary

The Receptionist is responsible for the professional and efficient coordination of visitors, telephone calls, and messages, and the presentation of a professional office/reception environment.  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.

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 function(s) of this role, a minimum of five (5) days in the office is required.

• Reception and Switchboard (75%)
  • Exhibit professional phone presence at all times.
  • Professionally administer all incoming calls, redirecting appropriately, including paging.
  • Greet guests in a professional, friendly, and hospitable manner.
  • Record visitors on Guest Sign-In Registry, validate parking tickets, reconcile validations monthly, and act as an information desk.
  • Prepare daily Visitor Log for security staff.
  • Maintain clean lobby/entry, prepare conference rooms for morning meetings, unlock doors, and turn on phones.
• Support Services (20%)
  • Place floral orders; handle baby gift orders for births; process memorial requests; submit invoices to Chrome River, and maintain logs.
  • Arrange transportation for clients/visitors; reconcile invoices.
  • Call Legal Administrative Assistants to pick up hand delivered documents and keep log of all hand deliveries.
  • Maintain building access card check out log.
  • Handle Services of Process.
  • Work with Wellness Coordinator to organize wellness events.
  • Compile the unplanned and out of office list and notify the appropriate individuals.
  • Send out employee absence list (on unplanned absences).
  • Handle scheduling of conference rooms and visiting attorney offices. Communicate conference room setups to Office Services; video conferences to Tech Help.
  • Prepare conference rooms for morning meetings.
  • Order lunches; reconcile all food order invoices and process for payment; keep track of cost per person on all food orders.
  • General administrative and clerical support including copying, scanning, preparing correspondence and arranging couriers/deliveries.
  • Serve as Facilities Help Desk regarding building maintenance issues, HVAC issues, etc.
  • Coordinate notary and witnesses to assist attorneys.
  • Update and maintain departure list.
  • Process faxes.
• 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.

AAP/EEO Statement

Stinson LLP is an equal opportunity employer. We encourage qualified minority, female, veteran, disabled and other diverse candidates to apply and be considered for open positions. We offer a competitive compensation and benefits package.

Stinson LLP is a federal contractor. Information gathered through applicant Voluntary Self-Identification will be used periodically with various government agencies for statistical reporting and to measure the effectiveness of our Affirmative Action and 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.

Applicants with a disability that are in need of an accommodation to complete the Stinson LLP application process should contact Human Resources at 316.268.7962 or email Talent@stinson.com.

By submitting this application, you certify the information provided is true to the best of your knowledge and belief.  You understand that being untruthful in response to any of the answers provided within this application or any of the attached documents may lead to your termination in the event you are employed. If employed, you will be required to provide documentation showing you are legally authorized to work in the United States. We conduct criminal background checks of all individuals offered employment.