Receptionist

6 months ago

San Francisco, United States Mayer Brown Full time

Overview:

Mayer Brown is an international law firm positioned to represent the worlds major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.

We are a collegial, collaborative, and diverse firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firms client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.

If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Office Services department in our San Francisco office as a Receptionist.

The Receptionist will serve as the first point of contact for clients, visitors, attorneys and business services team members. The ideal candidate will possess a professional demeanor, exceptional communication skills, and the ability to manage multiple tasks efficiently. The receptionist will be responsible for creating a welcoming environment, providing administrative support, assisting with day-to-day operations of office, and ensuring smooth operation of the front desk.

Responsibilities:

Essential Functions:

Client Interaction:

  • Greets guests, vendors, job applicants and other visitors
  • Directs guests to appropriate meeting rooms
  • Offers refreshments to clients/visitors and inform them of the restroom locations upon arrival
  • Offers assistance, information and updates as needed to make the clients wait comfortable and pleasant
  • Maintain a tidy and presentable reception area

Administrative Support:

  • Ensure that all client and visitors are logged in the visitor log
  • Perform clerical duties and handle incoming and outgoing correspondence, including mail, email, and faxes when needed
  • Order office catering when needed
  • Create and distribute local office daily and monthly newsletter
  • Schedule and confirm appointments, meetings, and consultations for clients with attorneys
  • Schedule and monitors conference room bookings
  • Sends communication on internal office visitors weekly
  • Support team members with administrative tasks as needed
  • Process administrative invoices via Chrome River
  • Submit rush remote check requests
  • Place work orders and maintenance orders with landlord via portal

Communication and Coordination:

  • Utilize Cisco phone system - answers telephones and directs calls to the appropriate recipient
  • Answer, screen, and forward incoming phone calls while providing basic information when needed
  • Relay messages accurately and promptly to appropriate staff members
  • Notifies appropriate party, including Office Services and/or Recruiting/HR Department, when visitor has arrived
  • Coordinates conference room and visiting attorney offices, including reserving rooms, gathering and relaying information to respective departments and confirming bookings including catering needs any special needs or setting specifications
  • Performs other duties as assigned or required to meet Firm goals and objectives
Qualifications:

Education/Training/Certifications:

  • High School Diploma or equivalent required

Professional Experience:

  • Two years of receptionist experience in large firm

Technical Skills:

  • Previous switchboard experience for large organization
  • Computer experience required. Microsoft Word, Outlook, Excel

Performance Traits:

  • Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
  • Good customer service skills including listening, telephone, and follow up
  • Ability to operate office equipment (copiers, typewriters, personal computer, printers)
  • Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
  • Ability to work under pressure, meet deadlines with shifting priorities
  • Strong customer service skills, able to anticipate needs
  • Strong attention to detail, organizational skills and the ability to handle multiple projects
  • Maintains confidentiality and exercises discretion
  • Exercises solid strategic thinking and problem-solving skills
  • Must be a self-starter with a high level of initiative

Physical Requirements:

  • Able to sit for long periods of time
  • Minimal lifting up to 20 pounds

The typical pay scale for this position in San Francisco is between $52,700 and $60,600, although the actual wage or salary could be lower or higher if the candidates education, experience, skills and internal pay alignment are different from those specified.

The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&D insurance, 401 (k) savings plan, back-up childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth.

Thank you for your interest in Mayer Brown. We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request a reasonable accommodation related to the application process and/or job interview, please email uslateralrecruiting@mayerbrown.com. 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.

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