Receptionist

General Purpose :

The receptionist represents the firm to clients and personnel, handling reception and switchboard duties in a highly professional manner.

Oversees the Reception / PBX / Host functions. This is a part time position with hours 12 : 30pm - 6 : 00pm Monday - Friday.

Essential Duties / Responsibilities :

• Closes the office each evening, following office-specific procedures.
• Answer, screen and transfer all incoming calls. Take messages if requested and transmit via email, voicemail or in person.

Represents the firm to clients and personnel, in a highly professional manner.

• Greets clients and other visitors and announces their arrival. Maintains records of all visitors to the firm. Validate parking where applicable.
• Partner with appropriate parties regarding event planning, including requirements, catering, room set-ups, and all other pertinent details for successful meetings.
• Maintains schedules for conference rooms. Coordinates requests for audiovisual, catering, hostess, security, room configuration and signage requirements.
• Receives deliveries to the firm and keeps records on dates and names involved.
• Ensure reception, breakrooms and meeting rooms are clean, organized and presentable for visitors.
• Ensure building and suite access safety and security process and procedures are followed by visitors and firm employees and partners.
• Partner with Office Managers to ensure adequate coverage of reception, host and telephone duties as needed.
• Relays in conjunction with facility management requests for maintenance to the facilities personnel.
• Fills in for absent personnel when needed, depending on office need.
• Maintains professional working relationship with all firm personnel, and all visitors to the firm.
• Manages vendor performance in areas of assigned areas of responsibility as requested; processes and researches invoices as required and maintains vendor and caterer files.

Competencies :

• Job Knowledge & Technical Skill : Demonstrates an understanding of objectives, duties, responsibilities, and expectations of the job with exceptional quality work.
• Communication : Understands the importance of and demonstrates verbal, written, and non-verbal communications.
• Team Player : Works within team and cross-functionally to meet required results.
• Customer / Client Experience : Creates a consistent and exceptional experience for others, whether directly to external clients / customers or indirectly through internal support, that elevates the overall perception of the firm.

Job Qualifications (Education, Experience and Certification) :

• A high school degree required
• Two or more years reception or office administration experience with a professional services organization required; law firm experience preferred.
• Public relations skills required to represent the firm in a pleasant and highly professional manner to clients and personnel both directly and by telephone.
• Time management : organization and judgment to manage workflow; accurate handling of numerous details associated with a wide variety of concurrent tasks.
• Ability to work under pressure; meet deadlines; maintain a pleasant phone voice; direct the work of others; work and think independently;

resolve conflicts and prioritize.

• Flexibility in working hours as required to complete priority projects or to provide backup coverage for all facets of the services department.
• Requires excellent computer skills, including proficiency in Microsoft Suite, especially Microsoft Word, Access and Excel, Outlook.

Schedule :

This is a part-time position and the hours are 12 : 30pm - 6 : 00pm daily. This position is required to be in-office Mondays through Friday to support work needs.

Physical Requirements :

• While performing the duties of this position, the employee must have the ability to sit, stand and / or walk for extended periods of time;
• manipulate (lift, carry, move) weights of at least ten (10) pounds; have repetitive wrist / hand / finger movement to work on a computer and / or related office equipment;

speak clearly and concisely so listeners can understand; and regularly understand the speech of another person.

The physical demands described here are representative of those that must be met by this position to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment :

Professional office atmosphere; exposure to computer screens. Sedentary work that primarily involves sitting or standing for prolonged periods.

Position may require occasional off-hour meetings and events.

The work environment characteristics described here are representative of those this position may encounter while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Note : This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job.

However, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

Holland & Hart offers of employment take into consideration a candidate’s education, training, and experience, as well as the position's work location, external market and internal value, including seniority and merit systems, and internal pay alignment when determining the salary level for potential new employees.

A discretionary bonus may be available based upon performance.

The application window is anticipated to close on or after Monday, August 19, 2024.

Holland & Hart works hard to promote work / life balance with a scheduled work week for most staff employees, a robust wellness program, and generous PTO and holiday pay for eligible employees.

Full-time employees become eligible for benefits on the date hire, with a benefits offering that includes medical, dental, vision, life, AD&D, EAP, STD, and LTD.

Also available are voluntary income protection benefits such as supplemental life, accident, critical illness, and long-term care insurances, as well as a 401(k)-retirement plan with a company match.

In addition, the firm has programs that may provide for educational assistance, free or discounted legal services, and opportunities through the Holland & Hart Foundation, which is a non-profit organization dedicated to creating volunteer opportunities for lawyers, staff, families, and friends of Holland & Hart LLP.

Part-time employees may have access to some of these benefits, which may be on a pro-rated basis.