Receptionist

Katten; Los Angeles (CA); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Medical/dental/vision

401k with employer contribution

Parental leave

Transportation fringe benefit

Back-up care option

Generous paid time off

Disability policies

Job summary

Katten is seeking a Receptionist to ensure professional, confidential, and efficient coverage of calls and visitors in our Los Angeles office. The role includes greeting on-site visitors, coordinating conference rooms, and supporting the administrative team with clerical duties.

Ideal candidates will have a high school diploma or equivalent and 2+ years in a large professional services firm, with proficiency in Outlook and MS Word.

Qualifications

• High school diploma or equivalent required.
• 2+ years of experience in a large legal or professional services firm preferred.
• Familiarity with Outlook and MS Word is preferred.
• Excellent verbal communication and interpersonal skills; ability to handle multiple lines and direct callers.

Responsibilities

• Welcome on-site visitors and announce to appropriate personnel.
• Answer incoming calls and forward to correct personnel or department.
• Transfer calls to voicemail when needed.
• Provide information about the firm, directions, and contact details.
• Schedule conference rooms, food service, and equipment; assist catering as required.
• Maintain reference guides and office floor maps; manage access cards and parking validations.
• Assist with overflow administrative tasks for Legal Executive Assistants.
• Perform general clerical duties including filing, mailing, and document preparation.

Skills

Professional demeanor

Verbal communication

Team player

Multi-tasking

Attention to detail

Education

High school diploma or equivalent

2+ years experience in a large legal or professional services firm

Tools

Outlook

MS Word

Job description

Katten is a full-service law firm with approximately 700 attorneys in locations across the United States and in London and Shanghai. Clients seeking sophisticated, high-value legal services turn to Katten for counsel locally, nationally and internationally. The firm’s core areas of practice include corporate, financial markets and funds, insolvency and restructuring, intellectual property, litigation, real estate, structured finance and securitization, transactional tax planning, private credit and private wealth. Katten represents public and private companies in numerous industries, as well as a number of government and nonprofit organizations and individuals.

Receptionist

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. The Receptionist is also responsible for greeting on-site visitors, scheduling conference rooms and visiting offices (with approval of supervisor for conference rooms and offices), processing food requests and performing clerical duties as requested or assigned. Maintains professionalism and strict confidentiality in all client and firm matters.

Essential Duties and Responsibilities

include, but may not be limited to, the following. Other duties may be requested and/or assigned. 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.
• 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.
• Schedule conference rooms, food service, and equipment for firm personnel.Adjust conference room scheduling as may be required. Adhere to all requests of the catering team.
• Maintain and update Quick Reference guide and office floor maps.
• Manage access cards and parking validations. Upon request, train relief and/or new employees in telephone operations.
• Notify management immediately of any security concerns, either for an individual or for the firm.
• Assist the Legal Executive Assistants with overflow administrative tasks such as check disbursement requests, creating files and time entry.
• Perform other clerical duties including, but may not be limited to, filing, collating, stuffing envelopes, applying labels, etc.

Knowledge, Skills and Abilities

• High school diploma or equivalent; or two or more years related experience preferably in a large 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 operations preferred.
• Experience with, or the ability to learn and operate 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.
• Must exhibit a professional demeanor with the ability to manage several telephone lines and page individuals when necessary in a busy office environment.
• Excellent 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 in person and by telephone.
• 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.
• Excellent organizational and 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 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, printer, telephone, photocopier, calculator, etc.
• Ability to occasionally retrieve and distribute files, written documentation, or office supplies weighing up to 20 pounds.
• Work occasionally requires more than 37.5 hours per week to perform the essential duties of the position.

In our Los Angeles office, the annualized salary range for this position is $40,000 to $50,000. Actual pay will be adjusted based on experience and other job-related factors permitted by law.

Katten will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of Article 9 to Chapter XVII of the Los Angeles Municipal Code.

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 in 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.