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- We are seeking an individual in Tampa who will maintain a professional image of the firm by providing a favorable first impression to clients and visitors.
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Responsibilities:
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- Answer incoming telephone calls in a professional and courteous manner. Timely route calls to appropriate party, or take accurate telephone messages, as per firm policy.
- Acknowledge visitors on their arrival. Announce them to respective attorneys or staff in a timely manner.
- Together with Office Services or Hospitality staff, maintain the neatness of the reception area, conference rooms and all client areas.
- Maintain reservation schedule for conference rooms, visitors, and other resources as instructed.
- Maintain conference rooms and setup for meetings including video conference equipment.
- Validate client parking tickets. Record visitor names in log.
- Accept and sign for packages, mail, etc being delivered; record and dispatch same. Record pickups of outgoing parcels.
- Distribute, and maintain record of key card use by visiting staff.
- Provides information to outside callers, i.e, office location, FAX numbers, directions and parking arrangements. Place local, national and international telephone calla, as requested.
- Implement after hours Voice Mail, as per firm policy. Record, retrieve, and dispatch messages and faxes left on the Voice Mail system.
- Communicate telephone system problems with the IT support.
- Train new personnel as requested.
- Coordinate small luncheons, catering needs and other in-office events as needed.
- Prepare and distribute daily bulletin to Tampa Office.
- Perform administrative duties including, but not limited to, check requests or other projects as assigned.
- Ensure cleanliness of office including conference rooms.
- Assistant in the coordination of court documents and document pickup/deliveries with outside vendor.
- Maintain and order all kitchen/hospitality supplies.
- Provide assistance to Tampa Operations Manager, as needed.
- Other duties as assigned.
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Qualifications:
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- High school diploma (equivalent) along with 2 years of related experience.
- Exceptional technical skills required including knowledge of MS Word, MS Outlook, and Adobe Professional.
- Strong organizational, communication and client service skills.
- Must be detailed oriented, excellent grammar and spelling skills.
- The ability to multi-task and work in a fast-paced, team-oriented environment are essential.
- Provide outstanding customer service and have the ability to work in a team environment.
- Experience with multi-line switchboard and entry-level PC skills required.
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- Equal Opportunity Employer
