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Receptionist

3 months ago

London, UK, United Kingdom Jenner & Block Full time

ABOUT JENNER & BLOCK

Jenner & Block LLP is a law firm with global reach, with offices in Century City, Chicago, London, Los Angeles, New York, San Francisco, and Washington, DC. The firm is known for its prominent and successful litigation practice, global investigations practice, regulatory and government controversies work, and experience handling sophisticated and high-profile corporate transactions. Its clients include Fortune 100 companies, technology companies, large privately held corporations, emerging companies, Native American tribes, and venture capital and private equity investors. The American Lawyer has recognized Jenner & Block as the No. 1 pro bono firm in the United States 10 times.


OVERVIEW

The Receptionist, working under the supervision of the Director of Administration and Manager of Human Resources, will operate in support of a variety of front desk operations and office services procedures, executing their respective duties with excellence and finesse.


A Receptionist’s goal is to project a positive and friendly image and ensure clients, guests and employees have a superior customer service experience.


The Receptionist role is a full-time overtime-eligible position. The hours are 09:00am – 5:30pm, Monday ‐ Friday with occasional paid extended-hours requirements (subject to advance notice).


REQUIRED JOB FUNCTIONS


Front of House


  • Answer incoming calls within three rings, transfer and direct calls as per firm protocol
  • Ensure that the reception desk is manned at all times and coordinate lunch break with co-worker
  • Greet all clients, guests and employees in a courteous, professional manner and direct them to the appropriate conference room
  • Complete the reception daily scan - e.g. reception, lobby, conference rooms, firm bathrooms, print rooms and pantry
  • Schedule meetings using the firm’s conference room reservation system and closely monitor conference room conditions (i.e. report any maintenance issues, tidiness, etc.)
  • Prepare conference rooms for client meetings and internal meetings by setting up catering, ensuring IT/facilities needs are met, etc.
  • Proactively check calendars for meetings, considering conflicts and set-up time, remaining aware of scheduled meetings and events
  • Liaise with building security and ground floor reception to ensure expected guests are registered and the host is notified promptly
  • Assist with occasional office events, which can be hosted out of regular office hours, including greeting guests and operational assistance
  • Distribute daily meeting and guest schedule
  • Adhere to, maintain, and update firm Best Practices
  • Maintain client and employee confidentiality
  • Be knowledgeable about the firm, its practice areas, employees, core values and clients


Office Services


  • Frank outgoing mail which includes recorded, special delivery and international mail
  • Organize and track the transportation of legal documents via courier
  • Assist with the processing of expenses by providing necessary documentation/receipts
  • Issue security passes, update the guest log, inspect the guest offices regularly and replenish guest office supplies
  • Demonstrate workplace autonomy and decision-making authority by suggesting catering, stationery and general office supplies (e.g. suggesting new vendors and processes)
  • Proactively present ideas of how to improve reception services and operational procedures


Facilities


  • Report any general facilities matters (maintenance issues, temperature adjustments, external contractors on site), to the London Director of Administration and central building services
  • Maintain stock levels of items for client area and also staff social hub (beverages, snacks etc.) ensuring tidiness
  • Maintain stock of franking machine supplies and credit
  • Replenish the reprographics room and print stations on a daily basis
  • Other various duties/projects assigned to role


QUALIFICATIONS, SKILLS AND QUALITIES REQUIRED


  • At least 2 year’s receptionist/front of house experience within a professional services environment (law firm experience preferable but not required)
  • Exceptional organizational and multi-tasking abilities
  • Strong team player with proven ability to form and maintain highly effective working relationships with all team members and levels of seniority
  • Demonstrates excellent written/drafting and oral communication skills
  • Ability to be a proactive self-starter with close attention to detail
  • Keen to showcase initiative and act without needing direction
  • Ability to plan and organize effectively
  • Ability to be flexible in order to respond quickly to shifting demands
  • Strong attention to detail and follow up on all assignments to completion
  • Availability for paid overtime as needed (with advance notice provided)


Jenner & Block offers a comprehensive benefits program, which includes medical, dental, and vision insurance, 401(k), and paid time off, in addition to other offerings.


Jenner & Block LLP is an equal opportunity employer. Recruitment and employment decisions are not made on the basis of an individual’s race, color, creed, religion, national origin, ancestry, citizenship status, age, non-disqualifying physical or mental disability or medical condition, genetic information, sexual orientation, sex, gender identity and/or expression, pregnancy, childbirth, breastfeeding or related medical conditions, arrest record, matriculation, personal appearance, political affiliation, marital, parental, veteran, military, or order of protection status, or any other protected status or that of their relatives, friends, or associates.