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 \u2013 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 \u2013 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.