Receptionist at KOS Legal Services

Job Description

• The first point of contact for clients and visitors, managing the front desk, phone calls, and general office inquiries.

Responsibilities
Client and Visitor Greeting:

• Greet clients, visitors, and staff with a welcoming demeanor.
• Ensure clients and visitors are directed appropriately to their destinations within the firm.
• Always maintain a professional appearance and demeanor.
• Managing the front desk and ensuring the office environment is welcoming and professional.
• Handling client check-ins and scheduling appointments for attorneys and staff.

Phone Management:

• Answer phone calls promptly, responding to inquiries or directing calls to the appropriate department or staff.
• Take messages when necessary and ensure they are delivered in a timely manner.
• Provide basic information about the firm's services or direct inquiries to relevant personnel.

Appointment Scheduling:

• Schedule meetings and appointments for attorneys and staff, ensuring proper coordination and avoiding scheduling conflicts.
• Ensure all relevant information is included for appointments (e.g., client details, meeting agenda, location).
• Confirm appointments with clients and staff ahead of time.

Office Supply and Inventory Management:

• Monitor and manage office supplies, ensuring an adequate stock of necessary items.
• Place orders for office supplies as needed, maintaining inventory levels.
• Ensure office equipment (printers, fax machines, etc.) is in working condition and report issues for maintenance.

Mail, Courier, and Deliveries:

• Handle incoming and outgoing mail, ensuring timely processing and delivery.
• Coordinate courier services and ensure the proper handling of packages and deliveries.
• Sort mail and direct it to the appropriate department or individual.

Confidentiality and Professionalism:

• Maintain confidentiality and handle sensitive client information with discretion.
• Ensure professional conduct in all interactions, upholding the firm's values and reputation.
• Follow firm policies related to client data security and confidentiality.
• Maintaining confidentiality and professionalism when dealing with sensitive client information.

Front Desk Administration:

• Maintain a clean and organized front desk area, ensuring it is welcoming and professional.
• Provide assistance with administrative tasks as needed, such as filing, copying, and organizing documents.
• Monitor the reception area to ensure a smooth flow of visitors and staff.

Support Staff and Attorneys:

• Assist attorneys and other staff with administrative tasks like document filing, preparation, and organization.
• Help with scheduling internal meetings or coordinating events as requested.
• Handle minor inquiries from staff or clients related to the office and its operations.

Office Environment Management:

• Ensure the office environment remains orderly, with an inviting atmosphere for clients and visitors.
• Report any issues with office facilities or the building to the appropriate team or management.

Handling Customer Queries:

• Address general inquiries regarding the firm's services, providing accurate and clear information.
• Ensure clients feel valued and attended to when they reach out for assistance.