Job Description

Summary: Performs all functions of receiving calls, clients, vendors, and deliveries and directs them to the appropriate individual(s) within the firm according to established policies and procedures. Maintains contact with attorneys, staff, and clients and observes confidentiality of clients and firm matters. Employees must perform all duties with minimal supervision. Has the ability to be flexible with the working schedule from Monday through Friday, 7:30 AM to 5:30 PM.

Key Responsibilities

• Serves as part-time concierge for up to twenty hours per week at the Indianapolis office.
• Operates a multi-line phone system and directs incoming, outgoing, and internal calls and voicemail.
• Greets clients and visitors to the office and ensures proper access clearance and routing per Firm policies, notifying the supervisor of any problematic situations.
• Offers guests beverages. Check meeting room schedules to ensure the appropriate setup is in place when necessary.
• Escorts guests to their destination (Conference Center, Event Hall, VAO, and Meeting Room).
• Manages guest requests by making necessary arrangements with appropriate service providers. Fulfills the request independently or by connecting the guest to the correct party to fulfill the request.
• Performs and documents daily checks to maintain the kitchens (1st Floor and Mezzanine), conference rooms, and office supplies. Ensuring all items are in good working order and fully stocked. Communicate with appropriate parties if any items need attention.
• Schedules the use of conference rooms and coordinates with Guest Service Assistants regarding setup, catering, etc.
• Assists with Conference Room setups as required. Including drink and meal service, seating arrangement, and AV needs.
• Maintains contact information for parking, catering, restaurants, hotels, transportation, and upcoming events in the Indianapolis Metro area.
• Assists attorneys, paralegals, and staff with mailings of various administrative and organizational projects as requested.
• Maintains a neat appearance in hygiene and dress, avoiding overly fragrant scents, ripped, frayed, or disheveled clothing, athletic/casual wear, or otherwise workplace-inappropriate attire. Business smart or business professional attire best reflects the concept of the concierge position.

Performs other duties as assigned. The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated in the absence of undue firm hardship.

Qualifications:

• Ability to read and write at a level generally acquired through the completion of high school to process informational messages.
• Approximately six months to one year of on-the-job experience in a professional services office to understand policies and procedures and learn to operate the telephone console system.
• Ability to convert memos, letters, and forms from rough drafts to final, typed-quality documents at a level generally acquired through completion of one to three months of coursework in typing.
• Interpersonal skills are necessary to communicate via telephone and in person with visitors, attorneys, and staff to provide information with ordinary courtesy and tact.
• Work occasionally requires a high level of mental effort when answering a high volume of telephone calls and performing essential duties.
• Ability to handle telephone calls and visitors, small delivery packages, operate telephone equipment, and recorded messages.
• Work occasionally requires irregular hours and more than 40 hours per work week to perform essential duties of the position. This job description is intended to describe the general requirements of this position. As such, it is not designed to cover or contain a comprehensive listing of job duties or responsibilities required in this job. Subject to firm needs, the duties and responsibilities of this position may change at any time, on a temporary or permanent basis, and with or without notice.

Working Conditions:

• Typical office environment with little exposure to excessive noise, dust, temperature, etc.
• On-site presence required.

The above is intended to describe the general content of and requirements for the performance of this job. It is not intended to be construed as an exhaustive statement of essential functions, responsibilities, or conditions.

Equal Employment and Opportunity Statement:

Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.