Legal Receptionist & Switchboard-26558 - Ricoh

Summary

Manger Job Description: Pay rate is $21 per hour. This is DLA Piper. Must be professional and will do 2 interviews on Teams. During those interviews, dressed as in person and professional.

Must be fully vaccinated. 

Seeking resumes that reflect working experience and duties below:

• Be part of an engaged team working collaboratively to support our clients and their needs

• Understand and demonstrate the client journey and ability to apply these principals in everything we do, including telephone calls, email responses and working alongside other departments

• Offering an exceptional service to clients and visitors

• Be supportive, become the point of contact for day-day coordination for all client requirements

• Accountability for the client floor and areas, follow up on tentative bookings which may be in the system and ensure that GMRM matches the daily activity

• Complete video conference bookings with exact detail and accuracy. Where required escalate AV issues to the Front of House Technical Team to ensure client meetings are not impacted

• Be bold; use initiative and take ownership to resolve and accommodate any ad-hoc challenges or special requests in a calm and professional manner. Where resolutions cannot be implemented escalate to the appropriate line manager

• Be exceptional by ensuring all events are actioned as requested, be professional in your approach to all situations. Support and assist with the preparation of documents and subsequent delivery of materials is completed in a timely fashion.

• Embrace the company values to help build strong working relationships with colleagues, clients and users of our services

• To attend company briefings, team meetings and training sessions as and when required

• Excellent understanding and knowledge of the client journey,

• Follow all operational, HR, health & safety and environmental policies and procedures

• Actively collaborate with the catering coordinator to develop a comprehensive understanding of their requirement, so that bookings can be completed accurately

• Takes ownership to follow up on tentative bookings on a weekly basis to ensure there are no tentative or duplicate bookings in the system

• Assist any ad-hoc challenges in a calm and effective manner and where appropriate escalate to the line manager

• Receiving, Logging, Solving and Escalating helpdesk request and tickets

• Be attentive and provide support to users via helpdesk system, phone and walk ups

• Liaise with 3rd party suppliers and engineers to ensure SLAs are met

• Carry out other reasonable administration

There is no extensive liftin, walking or standing. Ricoh standard lift up to 50# but there is help.

Candidates would need Prior receptionist experience in a corporate environment and must reflect as working experience on resume

Dress code is Business Casual. No T-shirts, hoodies, leggings, etc.

Report to DLA Piper 33 Arch Street 26th Floor, Boston, MA 02110. Parking not included or reimbursed.

​​***Shift timing***

08:00 am to 5:00 pm (Mon to Fri)

Job Type: Temp to engage

Roles & Responsibilities

Provides exceptional customer service to the firm by performing a variety of job duties and responsibilities within the Legal environment.Maintains utmost professionalism and willingness to assist the Legal customers to include but not limited to law partners, paralegals and legal administrative assistants with value added services. - Meets and greets all visitors and employees to the firm, providing them a professional welcome, going above and beyond in their service approach. - Schedules meeting rooms, insuring that each conference room has the necessary supplies, beverages, video conferencing etc. prior to the clients meeting times. - Answers all incoming telephone calls made to the firm, by following firm/Ricoh phone etiquette expectations and ensuring communication at a professional level. - Engages in company and community service events or firm initiatives, philanthropies. - Performs light clerical/admin asst duties: o Performs a broad range of clerical duties that require knowledge of legal procedures and terminology as required. o Prepares documents, maintains files and calendars, schedules appointments and meetings as required. o Prepares legal documents and correspondence from draft or dictated text as required. o Manages calendars and assists in meeting deadlines as required. - Provides light housekeeping duties, maintaining an organized work space. - Provides “value added” services as approved by Site Manager/Supervisor. - Builds professional relationships with clients as well as employees within the firm. - Educates themselves on the firm culture, the key people, the roles of those key people and assimilates themselves into the culture. - Understands firm culture and expectations in regards to greeting clients and other visitors to the firm. - Maintain proper visitor and guest security procedures as laid out by Ricoh and the firm. - Monitors whereabouts of attorney’s and staff in order to appropriately handle telephone calls, visitors and / or questions. - Serve as firm concierge in regards to guests, clients and staff, familiarizing themselves with the area, restaurants, coffee houses etc. - Maintain professional appearance and cleanliness of firm lobby. - Orders supplies when necessary, organize supply room, supply closets etc. - Performs light hospitality when necessary, coffee, water, order food, drinks. - Performs other duties as assigned.

Minimum Qualifications

Requires high school diploma plus 12 months of related work experience. Post High School
education encouraged and preferred
• Could be required to move locations in one day should the business require it. Also, ability to
cover accounts between 40-50 miles
• May require valid, violation-free driver’s license along with reliable transportation and minimum
levels of auto insurance coverage per RICOH policy.
• Requires intermediate skill level on most common software applications including file folder
management and navigating to network production folders.
• Must maintain and accurately submit monthly expenses in a timely manner following proper
coding requirements.

​• Possesses ability to work in a team environment by maintaining positive, productive relationships
with co-workers
• Possesses ability to adapt to changing situations, flexibility, high motivation, and sense of
urgency.
• Possesses basic math skills.
• Possesses judgment in making sound justifiable decisions and taking action in solving problems.
• Possesses ability to perform repetitive work by continuously executing different tasks according
to set procedures, sequence or pace while maintaining quality and output standards.
• Possesses commitment to task by having started and persisted with specific courses of action.
• Possesses excellent oral communication skills by being able to clearly present information
through the spoken word in positive and negative circumstances.
• Possesses working knowledge of account services to facilitate job scheduling.
• Possesses ability to comprehend written and verbal instructions from customers and effectively
translate to site resources
• Possesses ability to resolve customer related issues.
• Possesses ability to troubleshoot and coordinate problem resolution.
• Possesses proficiency in the use of Microsoft and computers.
• Routinely may be asked to report to an alternate site on any given day which could result in
walking, driving or other modes of transportation to that alternate site and a longer commute time
that exceeds scheduled shift
• Typically, an office / warehouse environment with adequate lighting and ventilation, and a normal
range of temperature and noise level Working Conditions, Mental and Physical Demands
• Typically, an office or warehouse environment with adequate lighting and ventilation, and a
normal range of temperature and noise level
• Work assignments are diversified. Interpret, comprehend, and apply complex material, data and
instruction – prepare, provide and convey diversified information
• Working conditions regularly expose individuals to conditions that could result in minor cuts
• Some physical effort is required which may involve long periods of standing, walking, bending,
reaching, stretching, climbing or similar activities as well as lifting or moving items weighing up to
50 lbs. and in pushing or pulling machines on wheels, which may weigh up to 400 lbs., in order to
move for repairs. Walking between buildings may be necessary.
• Moderate dexterity – regular application of basic skills (calculator, keyboard, hand tools, eye/hand
coordination.
• Specific vision abilities required by this job include close vision
• Frequent local car travel
• While most assignment hours are 8-5 Monday through Friday, schedule flexibility is required.
Some sites may open at 6AM and some may not close until 7PM or later with other locations that
are open on the weekend and other times may vary.