Receptionist

Vinson & Elkins; Austin (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Vinson Elkins in Austin, TX seeks a friendly receptionist to greet clients, answer calls, and support the Conference Services Team. You will coordinate meeting room scheduling and assist with administrative tasks while helping maintain security in the reception area.

Strong communication and customer service skills are essential, along with a professional demeanor and ability to handle multiple tasks in a fast-paced environment.

Qualifications

• Must type at least 35 wpm with a 2% error rate on the firm’s clerical typing test.
• Strong written and verbal communication.
• Professional demeanor and excellent customer service skills.

Responsibilities

• Greets visitors in a professional and friendly manner; ensures security in the reception area.
• Answers calls promptly and directs callers or takes messages as needed.
• Assists with administrative requests such as copies and scans; assists with conference room scheduling.
• Manages visitor access fobs and records visitor names for security.
• Coordinates travel arrangements and prepares expense reports for attorneys.

Skills

Typing 35 wpm

Excellent communication

Customer service

Telephone etiquette

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Outlook

Scheduling systems

Job description

This position is responsible for overseeing the operation of the reception area by greeting clients and guests, answering and directing phone calls, and providing additional support to the Conference Services Team. For the full job description, please click on the More Info

Duties and Responsibilities

Primary

• Greets visitors in a professional and friendly manner; assures security is maintained by monitoring the reception area and addressing security concerns; ensures all resources needed to perform the receptionist function are available and up to date; maintains the professional, organized appearance of the reception area.
• Answers calls promptly and responds professionally to the request of the caller; follows up with callers on hold in a friendly manner; takes messages if necessary and distributes them through e-mail or voicemail; announces the caller before sending to another person for handling.
• Assists clients and visitors with administrative requests such as copies and scans; prints documents where applicable; assists with conference room scheduling as needed; notifies conference services of meeting/scheduling add-ons and changes=.
• Work closely with conference services team on daily meetings and/or events, issue visitor access fobs, enter visitor names to security, monitor vendor deliveries, track and handle parking validations. Serve as backup contact with parking provider when Office Manager is not available.
• Prepare expense reports and coordinate travel arrangements for attorneys.
• Attends training classes to keep up to date with technological advances and software upgrades.
• Provides back-up support to practice groups or administrative departments as needed.

Secondary

• Performs other tasks and duties as assigned.

Education

• High school diploma or equivalent.

Experience

• One year of receptionist or customer service experience preferred.

Technical Skills

• Microsoft Word and Outlook; experience with scheduling systems a plus.

Attributes

• Ability to communicate both written and verbally with all levels of an organization; good telephone etiquette and grammar skills; professional demeanor and excellent customer service skills.

Qualifications

• Must type at least 35 wpm with a 2% error rate on the firm’s clerical typing test and score 75% or above on the firm’s clerical spelling test.

Working Conditions

• Job is performed in a typical office environment.
• Occasional overtime may be required.

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, qualifications and skills required of personnel so classified. The firm reserves the right to revise or modify this job description at any time.