1.   General Reception Duties

-     Greet visitors in a professional manner; notify appropriate personnel of visitor’s arrival.

-     Promptly answer, screen and route incoming calls; take messages and distribute to appropriate personnel.

-     Maintain the reception area, file room and conference rooms.

-     Twice per day, check paper and toner in copier(s), fax machine, and printer(s).  Refill as needed. 

-     Maintain postage machine.  Refill as needed. 

-     Call for repairs and general maintenance on equipment.

-     Handle and record parking vouchers when requested.

 

2.   Conference Rooms

-     Maintain conference room schedule.  Schedule conference rooms through the firm’s Intranet as well as maintain the manual calendar at front desk. 

-     Coordinate meeting set up (i.e., ordering lunch or breakfast, beverage set-up, prepare videoconference equipment, projector or teleconference equipment set-up as needed). 

-     Promptly clean up after meetings and keep the conference rooms clean and orderly.

 

3.   Mail 

-     Pick up mail from the first floor.  Sort and distribute mail.

-     Prepare Federal Express packages and other mail as instructed.  Take Federal Express packages and mail to drop off locations.

-     Manage pick ups and follow up with couriers.

 

4.   Break Room/Kitchen 

-     Maintain and clean break room and small kitchen by reception area.  Ensure that it is fully stocked and orderly.

-     Inventory, order and stock break room/kitchen supplies.

 

5.   Office Supplies 

-     Maintain an inventory list of office supplies.  Send list of supplies as needed to the Office Manager.

-     Maintain an organized supply closet and records room. Organize and stock supply and storage areas.

 

6.   Filing 

-     Prepare file folders and maintain current and accurate filing as instructed.

-     Send closed files to storage as instructed.

-     Assist with court filings.

 

7.   Under direction from the Office Manager, assist with the following:

-     Assemble and organize Proformas and give to appropriate billing supervisor.

-     Assist with accounting duties as needed.

-     Schedule vendors, maintenance, visitors, security, HVAC, housekeeping and other building-related needs through the building portal per SE Financial Center’s requirements.

-     Keep the Office Manager apprised of any issues.

-     Work with attorneys and marketing to maintain the marketing database (i.e., send updates to marketing such as new contact info, updated contact info, etc.)

-     Work on special projects as assigned

 

8.   General Administrative Assistance

-     Assist with overflow work as needed

-     Photocopying and scanning

-     Light typing, edits, redlining

-     Contacts management

-     Mass mailings

-     Binder preparation

-     Office errands

-     Attend building tenant meetings when requested

-     Perform other office duties as assigned