Legal Staff Receptionist in Waukesha, WI

Law Firm

Waukesha, WI

Legal Staff Receptionist in Waukesha, WI

Legal Staff

Min 3 yrs required

No

Job Title: Office Services & Reception Specialist

Job Responsibilities:

- Serve as the first point of contact for all clients, visitors, and employees, providing efficient, gracious, and professional customer service.
- Greet, welcome, and direct visitors appropriately, notifying personnel of visitor arrival.
- Ensure a high standard of client service and send out daily visitor reports to the office.
- Send out pre-visitor correspondence to visiting colleagues and clients/guests.
- Perform light general office and clerical responsibilities, including monitoring phones, printing, copying, scanning, and mailing.
- Maintain a tidy and welcoming reception area.
- Coordinate conference room reservations, setup, takedown, and cleaning/sanitizing for meetings.
- Ensure conference room equipment is operational through regular facility walks and testing exercises.
- Handle catering orders for office meetings and events as requested.
- Keep kitchen areas tidy and stocked.
- Order office supplies.
- Provide basic events support under the direction of the Administration & Operations Manager for client events and recognition celebrations.
- Monitor anniversary and birthday calendar and recognition activities.
- Offer administrative support across the office as requested to Legal Assistants, Timekeepers, and Professionals.
- Complete and submit expense reports as requested.
- Perform other administrative duties as assigned.

Education and Experience Information:

- High School Diploma (or equivalent) minimally required; higher diploma or degree preferred.
- 3+ years of combined experience in customer service, administrative support, or professional services roles.
- Prior successful experience in a professional services office setting is preferred.
- Proficiency in MS Office programs, including typing and proofing skills.
- Technology literacy and willingness to learn new technologies and software.

Adaptability:

- Ability and willingness to work in the office five days per week.
- Ability to learn and embrace new skills and best practices as the position evolves and firm needs change.
- Ability to work quickly and accurately under pressure and varying deadlines.
- Ability to work well independently as well as effectively within a team.
- Ability to multi-task, set priorities, manage time effectively, and exhibit excellent follow-up.
- Strong organizational skills with excellent judgment and attention to detail.

Collaboration:

- Team player mentality, with a desire to be a part of a collaborative, high-performing group.
- Ability to develop relationships and foster teamwork at all levels of the firm.
- No task is too small mentality.

Communication:

- Professional in-person and over-the-phone presence, as a client-facing member of the team.
- Excellent interpersonal skills and ability to work effectively with a diverse group of internal and external clients, attorneys, and staff.
- Excellent oral and written communication skills.

Problem-Solving Skills:

- Ability and confidence to identify and analyze issues, make decisions, and initiate actions/solutions.
- Ability to respond to unexpected challenges, including proactively developing innovative solutions to complex problems while maintaining a professional demeanor.

Professionalism:

- Ability to maintain composure and demonstrate good judgment.
- Ability to manage confidential information and sensitive situations with tact and discretion.

Other:

- Valid authorization to work in the .

Salary Information:

The law firm offers a comprehensive and competitive Total Rewards package, which includes competitive base pay, outstanding benefits, and opportunities for learning and growth.

- Competitive Base Pay.
- Annual Merit Reviews and Discretionary Incentive Pay.
- Generous PTO plus 10 paid holidays.
- 401(k) with company contributions.
- Short & Long Term Disability Plan.
- Life Insurance.
- Optional Critical Illness Insurance.
- Parental/Family Leave.

Health & Wellness:

- Medical, Dental & Vision Care.
- Health Savings Accounts.
- Flexible Spending Accounts.
- Wellness Program.
- Employee and Family Assistance Program.

Culture and Workplace:

- Respected organization with a collaborative culture.
- Growing firm with an exciting future.
- Contemporary work environment.
- Positive and respectful work climate.
- Performance recognition.

Legal Notice:

The law firm is committed to providing equal employment opportunity and maintaining a workplace free from discrimination based on age, race, religion, color, disability, marital status, sex (including pregnancy), national origin, ancestry, ethnicity, sexual orientation, gender identity or expression, genetic information, veteran or military status, or any other status protected by applicable federal, state, or local law.

Application Process:

To be considered for this position, please submit an application via the online portal. Recruitment agencies are not accepted for unsolicited resumes for this position. The law firm is not responsible for any fees related to unsolicited resumes. If a reasonable accommodation is needed for the application process due to a medical condition or disability, please contact the recruiting team.