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Receptionist/Host(ess) – National Law Firm

Montreal

Job Description

Vortex Strategy & Recruitment is actively seeking a Receptionist/Host(ess) for its client, a highly reputable law firm based in downtown Montreal.

The successful candidate will contribute to managing the practices of legal professionals through administrative and conference centre support, enabling legal professionals to provide enhanced service to clients. You will work both in the conference rooms and at reception, in addition to performing certain administrative tasks.

Work schedule: 35 hours per week

10:00 a.m. to 6:00 p.m., Monday to Thursday

9:00 a.m. to 5:00 p.m., Friday

Your Role and Responsibilities

Conference Rooms

  • Prepare and set up conference rooms for the day’s services.

  • Inspect and clean rooms before and after meetings.

  • Receive and coordinate catering orders.

  • Restock executive coffee daily and ensure refrigerators are cleaned.

  • Provide service during cocktail receptions or special events, as needed.

  • Clean catering kitchen refrigerators and microwaves, as needed.

  • Verify supplies and equipment available in conference rooms.

  • Ensure that the Conference Centre restroom is always clean and well stocked.

Reception

  • Warmly welcome guests and direct them to the appropriate rooms.

  • Announce guests to the lawyers and ensure everything is ready for the meeting.

  • Answer incoming calls and activate emergency calls (medical or otherwise).

  • Manage conference room reservations in EMS and ensure proper follow-up.

  • Notify the catering kitchen of any last-minute requests or same-day changes.

  • Notify the catering kitchen when meetings have concluded to proceed with cleaning.

  • Book, manage, verify, and prepare visitor/hotelling offices.

  • Receive legal documents delivered by bailiffs.

  • Ensure that all in-room service requests are properly executed before guests arrive.

  • Close reception at the end of the day.

Administrative Tasks:

  • Create menus and signage for buffets.

  • Manage the allergy list for meals and events.

  • Assist the Director in preparing attendance lists for various events (Excel).

  • Assist with the coordination and follow-up of activities or events.

Requirements

  • Minimum of 3 years of experience in a similar role

  • Oral and written communication skills in French and English. Bilingualism (spoken and written) is required, as the incumbent will be part of a national team serving clients, both internal and external, located across Canada and internationally;

  • Organizational skills to manage multiple tasks;

  • Ability to take initiative and work independently with minimal supervision;

  • Ability to work as part of a team;

  • Attention to detail.

Benefits

  • Competitive salary based on your work experience;

  • Group insurance from day one

  • 3 weeks of vacation upon hiring

  • Retirement plan with employee/employer contributions

  • Telemedicine

  • Health spending account

  • And much more.