We are seeking a reliable and friendly Receptionist to be the first point of contact for our immigration law firm. As the Receptionist, you will play a crucial role in providing excellent customer service to clients, attorneys, and other team members. Your exceptional communication skills, professional demeanor, and ability to multitask will contribute to the smooth operation of our office.
- Greet and welcome clients, visitors, and vendors with a warm and courteous attitude.
- Answer and route incoming calls to the appropriate personnel or department promptly and professionally.
- Provide general information to clients and visitors regarding the firm’s services, office hours, and basic immigration-related inquiries.
- Schedule appointments and manage attorneys’ calendars using the firm’s scheduling system.
- Maintain the reception area’s cleanliness and ensure it presents a professional and organized appearance.
- Receive and sort mail and packages, distributing them to the appropriate recipients.
- Assist with administrative tasks such as filing, scanning, and organizing documents.
- Coordinate with other administrative staff to support the smooth functioning of the office.
- Maintain and manage office supplies, ensuring they are well-stocked and readily available.
- Monitor and manage the firm’s email inbox, forwarding important messages to the appropriate personnel.
- Handle client inquiries with tact and professionalism, either in person or over the phone, and direct them to the appropriate staff member for assistance.
- Communicate and coordinate with clients to confirm appointments and provide reminders as needed.
- Assist with booking conference rooms for meetings and events.
- Collaborate with other team members to ensure a seamless client experience and overall office efficiency.
- Uphold strict confidentiality with sensitive client information and adhere to the firm’s privacy and security policies.
- High school diploma or equivalent qualification.
- Proven experience as a Receptionist or in a similar customer-facing role is a plus.
- Excellent verbal and written communication skills with a professional phone manner.
- Proficient in using office equipment such as multi-line phone systems, printers, and scanners.
- Strong organizational skills and the ability to manage multiple tasks simultaneously.
- Friendly, approachable, and able to maintain a positive attitude even in fast-paced situations.
- Demonstrated ability to work independently and as part of a team.
- Basic knowledge of immigration processes and procedures is desirable but not required.
- Proficiency in common office software (e.g., Microsoft Office Suite, email, calendar applications).
Join our dynamic and dedicated team as a Receptionist, and contribute to our mission of providing exceptional service to our clients throughout their immigration journey. If you are an enthusiastic and detail-oriented individual with excellent interpersonal skills, we welcome your application.