Receptionist

Receptionist

Under the general direction of the Office Administrator and according to established Firm policies and procedures, the Receptionist is responsible for ensuring the professional, consistent, and efficient coverage of external and internal telephone calls by answering and relaying incoming, outgoing, and interoffice calls including, but may not be limited to, greeting on-site visitors, scheduling conference rooms and visitor workspaces, processing catering requests, coordinating guest access to the building, creating and sending out office-wide communications, and performing administrative and clerical duties as requested or assigned.

This individual must maintain professionalism, patience, courtesy and strict confidentiality in all client and Firm matters.

This position will hold the responsibility of covering the reception desk in-person five days a week. Standard working hours are 8:30 a.m. through 5:00 p.m. (Work hours may vary from time-to-time for adequate coverage.)

Essential Duties and Responsibilities include, but may not be limited to, the following. Other duties may be requested and/or assigned. Regular and predictable attendance is an essential function of the position. Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Welcome on-site visitors, determine nature of business, and announce visitors to appropriate personnel, or direct outside vendors to appropriate areas.
• Monitor visitor access. Notify security via visitor pre-registration form or by telephone. Notify security and management of unauthorized visitors.
• Answer incoming telephone calls, determine purpose of callers (if appropriate), and forward calls to appropriate personnel or department.
• Transfer calls to voicemail when personnel are unavailable.
• Answer questions about the Firm and provide callers with address, directions, and other information.
• Arrange transportation for employees and guests upon request.
• Schedule and coordinate conference rooms, food service, and any necessary technology equipment needed by using the firm's EMS system. Adjustments to conference room assignments and scheduling may be required using thoughtful judgement.
• Maintain conference rooms, catering kitchen, coffee kiosk, and lunchroom; start dishwashers before leaving at end of day; turn off coffee machines; and periodically rinse trays for soda fountains and water/ice machines.
• Upon request, train relief and/or new employees in telephone operations.
• Perform other administrative and clerical duties as requested or assigned including, but may not be limited to, filing, collating, stuffing envelopes, applying labels, assisting with name tags during events, creating lists, submitting invoices for reimbursement etc.
• Request building maintenance as needed.
• Create and send out office-wide communications such as daily emails to the office.
• Assist the Office Manager with administrative tasks such as document creation, calendar, room scheduling, submitting expenses, ordering firm swag, and researching various topics via internet, etc.
• Assist the Conference and Events Services Supervisor with tasks necessary for the proper execution of on-site internal events, such as adding guests to the building's security list, adding event details to the reservation system, and assisting with set up needs.

Knowledge, Skills, and Abilities

• High school diploma or equivalent; or two or more years related experience preferably in a legal or professional services firm; or equivalent combination of education and experience. Basic keyboarding skills are required to perform routine tasks of the position. Prior experience in telephone/reception, customer service operations is preferred.
• Ability to learn and operate ROLM telephone equipment. Computer knowledge with the ability to learn and utilize Firm directory software and other programs utilized by the Firm. Familiarity with Outlook and MS Word preferred.
• Experience with, or the ability to learn and operate, an EMS system, CloudGate, and Maptician. Computer knowledge with the ability to learn and utilize Firm directory software, and familiarity with Outlook and MS Word preferred.
• Must exhibit a professional, pleasant demeanor with the ability to manage several telephone lines and seek out employees when necessary in a busy office environment.
• Must have excellent written, verbal communication and interpersonal skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information and training, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.
• Excellent follow-through skills with the ability to efficiently handle multiple functions in a fast-paced, detail-oriented work environment, and adapt to changes in workflow.
• Analytical skills requiring an aptitude for detail and accuracy in order to perform essential duties of the position.
• Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make routine decisions within scope of the position's responsibilities.
• Ability to prioritize tasks appropriately and manage multiple projects simultaneously to complete all incoming requests.
• Ability to read and write with knowledge of grammar, spelling, punctuation, proofreading and formatting in order to perform clerical duties as assigned, and proofread material for grammatical, typographical, and spelling errors.
• Ability to perform non-complex mathematical calculations and apply mathematical concepts when performing and verifying arithmetic calculations.
• Ability to operate standard office equipment including computer, laser printer, telephone, photocopier, calculator, scanner, facsimile, etc.
• Ability to occasionally retrieve and distribute files, written documentation and copies, or office supplies weighing up to 20 pounds.

We offer an outstanding benefit package which includes: medical/dental/vision, 401k with employer contribution, parental leave, transportation fringe benefit program, back-up care option, generous paid time off policy, and long-term and short-term disability policies.

Katten Muchin Rosenman LLP is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.