Lead Receptionist  and Mail Coordinator

The Lead Receptionist & Mail Coordinator oversees reception and mail operations across multiple office locations, ensuring consistent, professional, and efficient services for both clients and staff. The Lead Receptionist also provides front-desk services as the first point of contact for clients, visitors, and callers at the ULS Provo office. This role provides leadership, training, and support to all reception staff, coordinates coverage, and serves as the main point of contact for front-desk and mail processes and procedures. 

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Leadership Responsibilities 

• Provide day-to-day guidance and oversight to receptionists at all ULS office locations (currently Ogden, Salt Lake City, and Saint George). 
• Monitor performance, provide feedback, and assist with training and onboarding of new front-desk staff. 
• Ensure consistent coverage across locations, coordinating schedules and backup plans. 
• Partner with Executive and HR teams to support office logistics, supply orders, mail processing, and administrative tasks. 
• Act as the liaison between reception staff and management, ensuring consistent communication across locations. 

Receptionist Responsibilities  

• Open the office at the beginning of the day, ensuring all systems and spaces are prepared for operations. This includes ensuring the reception area is clean and stocked with necessary supplies, such as brochures and forms.   
• Foster a positive and professional front-desk environment aligned with organizational values and customer service standards. 
• Greet clients and visitors warmly and direct them to the appropriate personnel or meeting rooms.  
• Serve as a resource for staff questions about reception procedures, phone systems, and client check-in processes. 
• Answer, screen, and forward incoming phone calls in a courteous and timely manner.  
• Provide basic and accurate information to clients calling Statewide reception.
• Assist with filing, photocopying, scanning, and data entry.  
• Receiving, scanning, and uploading incoming mail. Distribute mail and packages to appropriate staff members.  
• Print and send outgoing mail.   
• Assist clients with intake forms or other documentation as needed.  
• Handle client information with discretion, confidentiality, and in compliance with the firm’s policies.  
• Monitor and restock office, breakroom, and supply room as needed.   
• Close the public office areas at the end of the day, securing the premises and ensuring all equipment is properly shut down.  

Mail Coordinator 

• Resolve operational problems, supervise other mailroom employees, and ensure compliance with ULS mail policies and procedures. 
• Lead and train receptionists and staff on the entire mail process from receiving and opening mail to sorting, logging, scanning, and distributing it to the appropriate people or departments.  
• Process mail in a timely manner to meet critical legal deadlines.  
• Handle sensitive and confidential legal documents with accuracy, making sure to use and notate secure tracking and delivery. 
• Maintain and train receptionists and staff on operating mail processing equipment, such as postage meters and scanners. 
• Schedule and coordinate with external couriers for deliveries and outgoing packages. 

Additional Duties 

• Attend ULS staff meetings and training sessions 
• Other duties as assigned. 

Skills and Abilities 

• Capable of using de-escalation skills when interacting with difficult applicants. Strong verbal and written communication skills.
• Ability to maintain professionalism and confidentiality at all times.
• Excellent organizational skills and attention to detail.  
• Ability to work independently and prioritize tasks effectively.  

Qualifications: 

• Must be able to pass a Utah Criminal Record background check. 
• High school diploma or equivalent required; some college or administrative coursework preferred. 
• 3+ years of front-desk or administrative experience, including 2+ year in a lead or supervisory role. 
• Spanish speaking preferred.  
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office equipment.   

Job Factors/Physical Requirements  

• Ability to sit for extended periods and perform repetitive tasks, such as typing.  
• Lift and move office supplies or files up to 30 pounds.  
• Ability to travel occasionally between office locations as needed. 

FLSA Status: This is a full-time, non-exempt position.  

Benefits Package  

We understand that comprehensive benefits are essential in fostering a thriving workplace culture. That's why we offer an extensive benefits package, including: 

• Medical insurance 
• Dental insurance 
• Employer-paid vision insurance 
• Generous paid time off (21 days per year) 
• Thirteen paid holidays 
• 403(b) retirement plan with a monthly employer match, plus automatic monthly contributions 
• Employer-paid short and long-term disability coverage 
• $25,000 life insurance 
• Four weeks paid parental leave

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