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Description
Phipps Reporting is a court reporting company providing legal support services principally to law firms and insurance companies. Our administrative team is hiring another team member to help accelerate the Phipps Reporting service culture and provide support and assistance to other departments. Working closely with our Manager of First Impressions, this individual will need to have excellent communication skills, both verbal and written, to establish and maintain positive relationships with our clients and fellow employees. The role will require someone with strong organizational skills who is comfortable with technology and systems, has strong attention to detail, and discretion with handling sensitive or confidential information. Experience with the legal firms, front desk, administrative duties is preferred.
• Efficiently manage front desk operations, supports a strong customer-centered experience.
• Engage in a warm and professional welcome and with a focus on superior service for all clients and visitors.
• Interacts with clients and employees via telephone, email, online chat, or in person to provide support and information on Phipps Reporting services.
• Treats all requests with professionalism, tact, and courtesy.
• Ensures that appropriate actions are taken to resolve customer's problems and concerns.
• Utilize training and expertise to answer inquiries or to forward to the appropriate staff.
• Place orders and maintain inventory levels for office, pantry, client kitchens.
• Ensure the lobby, shared spaces, front desk, and kitchen areas remain neat and orderly.
• Performs basic equipment setup/testing/troubleshooting for in-office depositions.
• Ensure conference rooms are appropriately stocked with required supplies.
• Assist clients, court reporters, and the office by making copies and scans of exhibits and other documents.
• Report and coordinate office maintenance needs with the proper team member/management
• Maintains advanced knowledge of upcoming depositions and office events.
• Direct clients and office visitors to their respective areas, offer refreshments, set up food and beverage orders when needed, and assist with administrative assistance and special requests.
• Performs other related duties as assigned.
Requirements
Required Knowledge/Skills/Abilities:
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Familiarity with local area with the ability to provide directions to incoming clients and office visitors.
• Proficient with Microsoft Office Suite or related software.
• 1+ years of professional experience in an administrative role.
• Highly organized and detail oriented. Ability to effectively multitask.
• Superior customer service skills, enthusiasm and involvement in engaging with fellow co-workers and clients.
Education and Experience:
• High school diploma or equivalency required.
Physical Demands and Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls, type, input information, and work in a close-knit team environment. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. Position is sedentary in nature. The employee may be required to exert force up to 10 pounds occasionally and may be required to lift, carry, push, or otherwise move objects. Walking and standing occasionally, with most of work being performed sitting. The noise level in the work environment is usually low to moderate.
NOTE
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position, and no employee may refuse to perform work that is outside of their job description. Employees will be required to follow any other job-related instructions and to perform any other job- related duties requested by any person authorized to give instructions or assignments. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.