Job Description

Thompson Coe is seeking a full-time Receptionist in our Austin office. This is a great opportunity for a proactive self-starter with strong organizational skills and attention to detail.

General Summary:

• Under general supervision by the Office Administrator, the Receptionist is responsible for ensuring that the office operates efficiently by assisting office services, assisting with facility maintenance, client care, and a wide variety of general administrative and support tasks for all personnel and attorneys, as well as receiving clients and visitors in person and on the phone.

Essential Duties and Responsibilities:

Essential job responsibilities include, but may not be limited to the following, and duties may be expanded as business needs evolve:

• Answer all incoming phone calls, receive clients and visitors in the office and ensure all visitors and callers receive exceptional service;
• Book events and meetings using the Rendezvous booking system;
• Order food for meetings and events and assist with food set up;
• Provide monthly reports on food orders which include costs, number of attendees and meeting and/or event information;
• Maintain general office cleanliness, organization and sanitation of all common areas;
• Assist office services, if needed, to help clean the conference rooms;
• Work with office services and the office administrator on any building maintenance issues on an as needed basis;
• Act as a client concierge and ensure a stellar client experience, including handling client relation activities and planning client appreciation initiatives;
• Ensure smooth office operations by acting as primary contact for employees for all office and facilities related inquiries and handling or directing inquiries as appropriate;
• Provide clerical and administrative support to attorneys, timekeepers, legal secretaries, records department, office services, and office administrator as needed;
• Interacts congenially with clients, attorneys, paralegals, secretaries, all other staff and other representatives in and outside of the Firm.

Job Requirements:

• Ability to adhere to a schedule of 8:00 – 5:00 Monday through Friday;
• 2+ years’ experience in a receptionist, administrative, client services or related capacity;
• Event planning experience is a plus;
• Superb interpersonal skills, including a positive attitude, client-first mindset and ability to work in a collaborative, fast-paced environment;
• Excellent communication skills, including the ability to effectively communicate verbally and in writing with clients and personnel at all levels;
• High attention to detail and pride in accuracy of completed work;
• Must demonstrate a high level of trustworthiness, integrity and professional discretion;
• Ability to think independently and possess good judgement;
• Ability to recognize and resolve problems efficiently, independently or in a team setting;
• Strong computer skills, including proficiency in Microsoft Outlook, Word, and Excel;
• Knowledge of Rendezvous booking software is a plus (or a similar program);
• Valid authorization to work in the U.S.

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