Administrative Receptionist

3 weeks ago

London, Greater London, United Kingdom Jenner & Block Full time

ABOUT JENNER & BLOCK

Jenner & Block LLP is a prestigious law firm with a global presence, boasting offices in major cities including Century City, Chicago, London, Los Angeles, New York, San Francisco, and Washington, DC. Renowned for its exceptional litigation and global investigations practices, the firm also excels in regulatory and government controversies, as well as sophisticated corporate transactions. Its clientele encompasses Fortune 100 companies, technology firms, large privately held businesses, emerging enterprises, Native American tribes, and private equity investors. The American Lawyer has recognized Jenner & Block as the leading pro bono firm in the United States on multiple occasions.

POSITION SUMMARY

The Receptionist, under the guidance of the Director of Administration and Manager of Human Resources, will facilitate various front desk operations and office service procedures, executing responsibilities with professionalism and precision.

The primary objective of the Receptionist is to embody a welcoming and friendly demeanor, ensuring that clients, visitors, and staff receive an outstanding customer service experience.

This Receptionist position is a full-time role eligible for overtime. The standard working hours are 09:00 AM – 5:30 PM, Monday to Friday, with occasional requirements for extended hours (with prior notice).

KEY RESPONSIBILITIES

Front Desk Operations

  • Respond to incoming calls promptly, transferring and directing them according to firm protocols.
  • Maintain a consistently manned reception desk, coordinating lunch breaks with colleagues.
  • Welcome all clients, visitors, and employees courteously, directing them to the appropriate meeting areas.
  • Conduct daily inspections of the reception area, lobby, conference rooms, and common facilities.
  • Manage meeting schedules using the firm's reservation system, ensuring conference room conditions are optimal.
  • Prepare conference rooms for meetings, including catering arrangements and IT setup.
  • Proactively monitor calendars for scheduling conflicts and necessary setup time.
  • Coordinate with building security to ensure proper registration of expected guests.
  • Assist with office events, providing operational support and guest greeting as needed.
  • Distribute daily schedules for meetings and guests.
  • Adhere to and update firm Best Practices consistently.
  • Uphold confidentiality for clients and employees.
  • Maintain comprehensive knowledge of the firm, its services, and its clientele.

Office Services

  • Process outgoing mail, including recorded and international deliveries.
  • Track and organize the transportation of legal documents via courier services.
  • Assist in processing expenses by providing necessary documentation.
  • Issue security passes and maintain the guest log, ensuring regular inspections of guest areas.
  • Exhibit autonomy in suggesting improvements for catering, stationery, and office supplies.
  • Propose enhancements to reception services and operational procedures.

Facilities Management

  • Report general facility issues to the appropriate administrative contacts.
  • Ensure stock levels of refreshments and supplies in client and staff areas are maintained.
  • Manage supplies for the franking machine and replenish printing resources as needed.
  • Complete various tasks and projects as assigned.

QUALIFICATIONS AND SKILLS

  • A minimum of 2 years of experience in a receptionist or front-of-house role within a professional services environment (law firm experience preferred but not mandatory).
  • Exceptional organizational and multitasking skills.
  • A strong team player with the ability to build effective working relationships across all levels.
  • Excellent written and verbal communication abilities.
  • A proactive self-starter with meticulous attention to detail.
  • Demonstrated initiative and ability to work independently.
  • Effective planning and organizational skills.
  • Flexibility to adapt to changing demands.
  • Strong commitment to completing all assignments thoroughly.
  • Willingness to work overtime as required (with advance notice).

Jenner & Block provides a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan, and paid time off, among other offerings.

Jenner & Block LLP is an equal opportunity employer. Recruitment and employment decisions are made without regard to race, color, creed, religion, national origin, ancestry, citizenship status, age, disability, genetic information, sexual orientation, gender identity, pregnancy, or any other protected status.

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