Position Summary:
Responsible for general front desk duties, including answer the telephone, greeting clients and guests, coordinating communications to ensure efficient assignment and utilization of conferences rooms, and serving as an 'information resource' for the office. Offers Administrative assistance as needed based on the office needs.
Essential Functions:
The following are duties and responsibilities representative of this position:
- Answer telephone for the local office as well as part of a group of who works to handle calls made to the Day Pitney main number
- Understand operations of telephone console and report problems. Relay incoming, outgoing and intra-system calls
- Welcome visitors and guests to the office and provide general front desk duties including seating guests in conference rooms, providing beverages, etc.
- Maintain neatness of lobby and waiting area
- Communicate building emergencies to other offices (fire drills, evacuations, etc.)
- Electronically schedule and confirm internal meetings and visiting attorney offices via our scheduling software Rendezvous
- Order food for internal meetings; manage said vendor invoices
- Manage petty cash where necessary
- Other duties as assigned
- Work as part of the Office Assistant group to assist with:
- Compile, address and send Mass mailings
- Help to locate the owner of unidentified mail
- Organization of attorney prebills
- Process invoices, expense reports & balance credit card statements
- Edit documents & virtual filing
- Scan and bookmark PDF documents
- Scan brokerage account statements – create and virtually file bookmarked PDF files for each account following department naming protocols
- Create and edit Firm-wide client contact information in InterAction software database
- Assist with creating weekly docket reports as well as gift and estate tax docketing in CoreRelate docket software
- Oversee local vault documents – and maintain spreadsheet of contents (Greenwich)
- Attend client meetings (as needed) by providing notary services (licensure provided by Firm) or by acting as witness
- Provide assistance during tax season(s) by compiling tax returns, and mailing them to federal and state agencies
Qualifications/Requirements:
Excellent communication and customer service skills; attention to detail; ability to manage multiple tasks with frequent interruptions; proficient in Microsoft applications and Outlook; reliability and punctuality; ability to maintain calm under pressure; strong sense of teamwork; good judgment and discretion. Work occasionally requires irregular hours and/or more than 37.5 hours per week to perform essential duties of the position.
