Receptionist (Summer Position)
We are a small but very busy law firm servicing legal needs throughout the Peace Country. We require a full-time receptionist to assist us with organizing and growing our business. Knowledge of Word, Microsoft Outlook, and ESI-Law will be an asset but not required. A neat appearance, professional attitude and friendly demeanor are necessary. Strong communication and organizational skills will be relied on daily.
In this position, you will be responsible for welcoming and directing clients and answering phones, maintain the organization of reception and conference room areas, ensure client needs are addressed in a timely and efficient manner, and assist administrative support as required and directed by the Office Manager.
To do your job well you will:
o Greet Clients, in person or via the telephone, in a courteous manner
o Adhere to current Know Your Client processes, as per Law Society of Alberta rules
o Review completed client forms for accurate completion
o Provide completed client forms to administrative support or lawyer.
o Send and retrieve information from out of town or province clients
o Maintain a calm, courteous and professional demeanor at all times
· Receive client payment(s) and provide appropriate receipt(s).
o Produce proper receipt for the client
o Ensure client receives a receipt via mail, email or in person
o Process reoccurring payments
o Scan receipt to the applicable electronic folder
o Provide Office Manager with a copy of the receipt in a timely manner.
· Notify staff when guests have arrived.
o Connect clients and staff as quickly as possible.
o Inform administrative support and lawyer of client change in appointment times.
· Answer telephone calls and take messages or forward calls.
o Ensure telephone calls are answered promptly in a cheerful manner
o Screen and direct calls to staff as requested by the client
o Provide messages to staff in a prompt manner using email, voicemail or paper.
o Each morning check office voice mail and distribute messages promptly.
· Accept deliveries including packages, mail, and courier.
o Sign and receive deliveries and route to appropriate individual
o Ensure receipt for deliveries is provided to administrative support or lawyer for the file.
· Handle incoming/outgoing mail.
o Ensure incoming mail is opened and distributed promptly.
o Process outgoing mail to meet time deadline as established by postal or courier companies.
· Adhere to standard operating procedures for all tasks performed.
o Positively contribute and follow the procedures manual for the reception and office areas.
o Improve upon processes for a more efficient workflow.
· Assist leadership/staff members as requested with calendar management.
o Print daily schedule for all lawyer appointments
o As requested, book appointments, conferences and client meetings.
o Send email notification to staff regarding daily absences
o Call clients for appointment reminders.
· Provide support to other areas where necessary as directed by the Office Manager.
o Assist staff with administrative tasks as directed by Office Manager.
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How to Apply:
If you’re interested in the above, please reply to this posting with copies of your cover letter and resume. If this post is still up, the position is still available.
We look forward to hearing from you!
Job Type: Full-time
Pay: $17.00-$20.00 per hour
Work Location: In person
