Receptionist/Office Assistant The Receptionist/Office Assistant position plays a critical role with a focus on establishing effective work relationships with clients, attorneys, business professionals and providing exceptional customer service to all clients, guests and employees. Meeting assistance may include making arrangements with food services vendors, and coordinating with Operations, and other departments to ensure that all requests for space, catering and AV/IS equipment are managed well and services are provided seamlessly. This role will also perform various and other routine administrative duties. Specific duties include, but are not limited to, the following:
Position responsibilities :
Answer telephones for attorneys/business professionals/clients and direct callers as requested or to voice mail, when appropriate
Check general voice mailbox daily and forward messages to the appropriate attorney or other business professional members
Ensure that the reception desk, reception area and guest seating areas are neat, tidy and welcoming at all times. Periodically check conference rooms to confirm that chairs have been reset, dishes have been removed, AV equipment is responsive and that it is ready for next use
Greet and record/log visiting attorneys and personnel from other Cooley offices and inform local IS and Office Services team members of such visitors
Collect information to register visitors for building access, input information and send confirmation/access emails, as needed
Escort guests, as needed to conference room
Maintain and update reservation details and other logistics in firm provided software (EMS, Zoom, etc.) for conference rooms. Work closely with Office Services and Information Services (IS) team to ensure meetings run smoothly
Schedule visiting offices and coordinate with Director of Administration to confirm secretarial support assignment, as needed
Respond promptly to conference room requests or questions, providing excellent customer service when resolving issues
Maintain a secure environment at reception area and floor entrances, ensuring that secure doors remain closed and clients, vendors, and guests (including former employees) do not enter our space without approval
Manage physical security credentials log to track access cards/fobs issued to new hires, visitors, or vendors. Maintain a log showing the recipient for each card, card number and the date it was issued and returned. Review the log daily and follow up with any recipients who are no longer on-site but still have an access card and arrange for the card to be returned. Report any lost or stolen cards to the Director of Administration immediately for deactivation.
Coordinate logistical requirements for all in-house functions serving as the office contact for meetings and coordinating appropriate meal or beverage set-ups
Assist clients and attorneys with local restaurant reservations, as needed
Assist clients and/or visitors with local transportation needs
Maintain and update office floorplan of all office assignments
Work with Director of Administration for resolution when conference schedule conflicts arise
Knowledgeable of all personnel and departments in the office. Utilize appropriate resources to provide information regarding personnel and departments in other offices of the firm
Knowledgeable of all office wide amenities, as well as assisting the Director of Administration and Operations
Maintain a neat and orderly Reception area
Maintain a secure environment at reception area and floor entrances, ensuring that clients or guests, including former employees, do not enter our space without approval
Maintain security badge log (new hires, temporary loaner keys, etc.)
Print out the wireless guest password and distribute to clients, as necessary
As part of the Facilities team, work with on-site property manager to arrange for general facility maintenance including light bulb replacement, temperature adjustments and other issues.…