Please send cover letter, resume and salary requirements to careers@cohenseglias.com.
The Receptionist & Facilities Assistant is the first impression with our clients, guests and employees answering the phone and greeting upon arrival. In addition, this position supports a variety of functions throughout the Firm to include, but not limited to, the copy center, hospitality, meeting and event preparation/clean up, and administrative support to various departments. This position also assists the Director of Operations with general facilities management as well as daily and long term projects.
Essential Duties & Responsibilities:
Reception:
- Answer telephone, screen and direct calls/relay messages
- Answer queries from public and clients
- Greet persons entering the firm / Direct persons to the correct destination
- Ensure knowledge of attorney movements in and out of office
- Monitor visitor access and maintain security awareness
Hospitality / Facilities:
- Coordinates/reserves conference rooms for meetings
- Assists with meeting set-up and clean-up in office and building’s conference center
- Maintain the reception area
- Meeting beverage set-up
- Post meeting clean-up
- Light equipment maintenance/troubleshooting
- Beverage replenishment in refrigerators as needed
Administrative:
- Provides general administrative and clerical support, when needed
- Assists with the preparation of dormant files for electronic retention
- Assists staff with various requests (i.e. sort documents, prepare envelopes for mailing, binder assembly, exhibit preparations, etc.)
Copy Center:
- Receive, sort and distribute incoming mail, packages and deliveries
- Scan, copy, print and fax documents
- Unitization of documents for document review platforms
- Process outgoing mail
- Administrative station “out” bin sweeps
- Move boxes to/from on-site storage rooms
Other Duties and Responsibilities:
- Local hand delivery requests;
- Meet attorney/client outside the office to receive/deliver packages/boxes;
- Other duties as identified by the Director of Operations
Skills/Knowledge Requirements:
- Working knowledge of Microsoft Office and Outlook;
- Ability to work independently and as a team;
- Ability to multitask;
- Ability to lift up to 40 lbs.;
- Ability to demonstrate problem-solving skills.
- Maintain a pleasant, personable, and professional demeanor when greeting employees and visitors.
Education/Experience Requirements:
- High School Diploma or equivalent required;
- Experience with scanning and electronic document management required;
- A minimum of 3 – 5 years of relevant clerical experience preferred.
Cohen Seglias is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, age, gender, pregnancy, religion, national origin, ancestry, disability, genetic information, veterans’ status or military affiliation, sexual orientation, gender identity and expression, or other characteristics protected by applicable law.
