Receptionist - job 1 of 3

Williams Lea, by RRD is a global business support services company with a strong legacy—over 200 years of experience delivering world-class business solutions. We specialize in delivering skilled administrative support, document production, presentation design, and marketing and communications services to leading companies around the world—especially within legal, financial, and professional services industries.

We’re a people-powered organization. With a presence in North America, the UK, Europe, and Asia Pacific, we have thousands of employees globally, all working together to help our clients operate more efficiently and effectively. Whether it’s supporting law firms with critical document production or helping financial institutions manage high-volume print and digital communications, we’re the behind-the-scenes team making everything run smoothly.

Are you a people-oriented person with customer service experience in a professional environment? Are you looking for an interesting role with daily variety and responsibility? We are seeking a front of house professional at Reception. The Receptionist supports a busy office with overall responsibility for ensuring staff and guests are taken care of while also ensuring the office runs smoothly. This is a professional and fast-paced environment, and the receptionist should have an outgoing personality to warmly greet and assist visitors and firm employees, ensuring their needs are anticipated and met.

Job Duties:

• Greet clients and visitors to the office with warmth and professionalism.
• Provide concierge-style support to staff, clients, and guests.
• Check conference room and meeting schedules throughout a shift and make note of any changes to ensure meetings are set up accurately.  
• Make conference room, catering, hoteling office and visitor office reservations using reservation software and calendars.
• Reserve and manage hoteling office spaces and re-set hoteling offices in between use.
• Assist clients with finding an appropriate meeting room, office, or resource, arranging alternatives, and negotiating with other parties as required to find a solution for all parties.
• Answer incoming calls, in a cordial, professional, and timely manner. Transfer calls to appropriate individuals.
• Communicate with supervisor or client on meeting request concerns or deadline issues.  
• Work with clients to plan catering for meetings and events.
• Order catering for events and meetings, ensuring orders are received on time and accurately. 
• Set up conference rooms according to client’s request, including audio/visual equipment, food, beverages, utensils, ice, etc.  
• Clean up and re-set conference rooms after use.
• Assist in maintaining kitchen and pantry areas, ensuring they are stocked and in good order.
• Light housekeeping duties such as wiping down counters and door handles, clearing conference rooms and maintaining kitchen areas.
• Maintain inventory of catering supplies and order supplies as needed. 
• Ensure Conference Rooms and hoteling offices are well maintained and ready for upcoming reservations; report any issues to the appropriate department.
• Handle light administrative duties including expense reimbursements and miscellaneous projects as assigned. 
• Handle sensitive and/or confidential documents and information.
• Prepare and send out a daily visitor email.
• Support distribution of daily incoming and outgoing mail and packages.
• Support copy, print, and scan requests based on requestor specifications and requested deadline using provided MFD equipment.
• Tech curious
• Strong attention to detail

• High school diploma or equivalent.
• Minimum (1) year professional experience preferably in corporate, hospitality, restaurant, or housekeeping industry. 
• Must have strong customer service skills.
• Knowledge of MS Office and Outlook is required.
• Strong communication, organization, and attention to detail is required.
• Able to make independent decisions that conform to business needs and policy. 
• Strong interpersonal communication skills required. 
• Excellent organizational skills required. 
• Must be able to meet deadlines and complete all projects in a timely manner. 
• Strong attention to detail is required. 
• Must work well in a team environment. 
• Professional attire and demeanor required. 
• Good written communication skills. 
• Good problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level. 
• Ability to work in a fast paced, high energy environment. 
• Ability to work on multiple projects simultaneously. 
• Ability to operate basic audio/visual equipment.  
• Professional telephone demeanor. 
• Ability to anticipate client’s needs for meetings and events. 
• Must be self-motivated with a positive can-do attitude. 
• Proven customer service skills are required to create, maintain, and enhance customer relationships. 

All your information will be kept confidential according to EEO guidelines.

It is the policy of Williams Lea to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, religion, national origin, alienage or citizenship status, age, sex, sexual orientation, gender identity of expression, marital or domestic/civil partnership status, disability, veteran status, genetic information, or any other basis protected by law.

Williams Lea is a drug-free workplace and performs pre-employment substance abuse testing.

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All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.

RRD is an Equal Opportunity Employer, including disability/veterans