What is the job of a Receptionist?
Receptionist greets everyone that comes into the office with a smile. Receptionist shall report to COO and work closely with each Team in the office to schedule consultations. Receptionist shall also work closely with all staffs to ensure that phone calls, faxes and mails are being routed correctly and efficiently.
Core functions of the reception include:
- Operates a switchboard phone to route
- Incoming calls, within 2 minutes, for New Intakes to the several Case Managers
- Incoming calls, within 1 minute, for current Clients, Adjusters, Attorneys or the Court
- Incoming calls, within 3 minutes, for all other caller’s concerns that is not personal injury related to the appropriate Personnel
- Ensure that mails are received and re-routing them daily
- Takes accurate and complete messages for all staffs
- Documents client calls into the case management software and notifying the recipient
- Keeps reception area and conference room tidy and professional at all times
- Ensure that mails are picked up daily
- Assists with sending demand packages
- Assists with sending complaint packages
- Calendars and confirms appointments
- Ensuring that appointments are kept by Firm and whoever who are meeting
- Track appointment appeared and cancellation
- Ensures that clients know directions to office
- Prepares engagement packages and stocking promotion products
- Replenishes fax machine and copier with adequate paper supply
- Communicates with COO regarding supply levels
- Assists with consultation (intake, translation, police report, copying and scanning documents)
- Assists with closing files
- Reports to the COO.
A Receptionist must possess the following traits:
- A positive mindset
- Excellent interpersonal and communication skills
- Ability to actively listen
- Diligent work ethic
- Exceptional organization skills
- High ability to collaborate and work in teams.