DiMella Shaffer is seeking a friendly, professional, and organized Receptionist to join our dynamic team. As the first point of contact for our firm, the Receptionist will play a pivotal role in delivering exceptional service and administrative support.  

 

The Receptionist will be responsible for welcoming guests who visit the firm, coordinating front-desk activities such as redirecting phone calls and distributing daily mail/packages, and ensuring the overall organization and tidiness of the office.  

 

This position is fully in person and requires being in the office Monday through Friday.  

 

Key responsibilities  

 

Office Operation  

  • Welcome clients and visitors. 
  • Answer, screen, and forward calls and messages. 
  • Maintain the cleanliness and organization of reception, kitchen, café, print room, conference rooms and common areas. 
  • Maintain supplies in single use bathroom. 
  • Monitor and replenish office supplies as needed. Manage incoming and outgoing mail and packages. Distribute daily mail and packages. 

 

Coordinating and Scheduling 

  • Schedule and coordinate monthly office meetings, including sending out meeting reminders. 
  • Assist in organizing and preparing materials for monthly office presentations. 
  • Communicate office closures and holiday schedules to staff via email. 
  • Coordinate meal orders for meetings and catering arrangements for office events.  
  • Coordinate Lunch and Learns and submit for AIA credits. 
  • Manage office calendar and conference room bookings. 
  • Schedule annual office cleanup. 
  • Plan office events and parties. 
  • Communicate with service providers (UPS, FedEx, couriers, etc.). 
  • Manage office equipment, furniture, and supplies. 
  • Coordinate with the printing service provider. 
  • Communicate with building management to address office maintenance and facility needs. 
  • Set up work areas for new hires. 
  • Collaborate with HR for performance reviews and application tracking.  
  • Assist with additional tasks as needed. 

 

Requirements and Skills 

  • Proven work experience as a Receptionist, Administrative Assistant or Front Office Representative. 
  • Professional attitude and appearance. Customer service oriented. 
  • Solid written and verbal communication skills. 
  • Multitasking and time-management skills, with the ability to prioritize tasks. 
  • Proficiency in Microsoft Office Suite. 
  • Ability to be resourceful and proactive when issues arise.  
  • Skilled at identifying areas for continued improvement and streamlining processes. 
  • Excellent organizational skills. 
  • High school diploma or equivalent.  

 

DiMella Shaffer is proud to be an Equal Employment Opportunity (EOE) employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. All interested applicants are encouraged to apply! 

 

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