Receptionist

Dechert LLP; New York (NY); On-site; USD 44,000 - 55,000; Part time

Job summary

Dechert LLP in New York seeks an experienced Receptionist to deliver high-quality front-desk service for clients and colleagues. You will manage calls via Cisco, greet visitors, coordinate meetings and AV support, and assist with general administrative tasks to keep the office running smoothly.

As a temporary role, you will work closely with the Office Manager, support travel arrangements for international visitors, handle post, couriers, supplies, and contribute to Health & Safety duties and

Qualifications

• Minimum 2 years’ experience in a similar role, ideally within a professional services environment.
• Excellent telephone manner and interpersonal skills.
• Professional appearance, demeanor and friendly and welcoming manner.
• Confident in dealing with clients and colleagues at all levels.
• Ability to work efficiently and effectively to complete tasks.
• Ability to prioritize and manage multiple tasks and matters.
• Strong PC skills including Word, Excel and Outlook experience essential.
• Willingness and flexibility to work overtime, on occasion, in order to meet business needs.

Responsibilities

• Greet clients and staff as first point of contact for meeting & greeting all clients & staff.
• Operate a Cisco Telephone System to screen all incoming calls in a professional and courteous manner.
• Liaise with Dechert’s offices worldwide & AV Services to arrange video conferences as required.
• Act as a point person in the office for international visitors arranging travel and providing a visitor space.
• Oversee the booking and supervision of meeting rooms and related requests.
• Ensure meeting rooms and reception areas are kept clean and set up as required.
• Coordinate and order appropriate food and beverages for meetings as requested.
• Issue and maintain records for building access cards.
• Provide administrative support and assist Office Manager on Finance tasks.
• Manage all incoming/outgoing post and coordinate couriers/taxis.
• Coordinate seating for visitors, ensure supplies, and liaise with suppliers for stationery.
• Support the Health & Safety team as First Aider and Fire Warden.
• Handle expenses via Concur and assist with off-site storage and events.

Skills

Telephone etiquette

Interpersonal skills

Professional appearance

Client facing

Multitasking

Time management

PC skills (Word, Excel, Outlook)

Tools

Word

Excel

Outlook

Job description

Position(s) I am Applying for

We are seeking an experienced Receptionist to join our team. This role provides high-quality, professional, and effective service to both internal and external clients in order to meet the business needs of the office. The successful candidate will work closely with lawyers, office staff and external business contacts, providing administrative support as an important part of the operations team. This role reports to directly to the Office Manager.

This is a temporary position.

Reception Duties

• Present a professional, efficient, and friendly image as first point of contact for meeting & greeting all clients & staff;
• Operate a Cisco Telephone System to manage and screen all incoming calls in a professional, efficient and courteous manner;
• Liaise with Dechert’s offices worldwide & AV Services to arrange video conferences as required;
• Act as a point person in the office for any international visitors arranging travel to and from the office along with ensuring a visitor space as assigned for them in the office.
• Oversee the booking and supervision of meeting rooms and meeting related requests
• Ensure meeting rooms and reception areas are kept to a high level of cleanliness at all times and arrange set up as required
• Responsible for coordinating and ordering appropriate food and beverages for all internal and external meetings, as requested;
• Issue and maintain up-to-date records in relation to building access cards for both employees and visitors.
• Develop good local knowledge office & office location.

Administration Duties

• Provide administrative support to wider office, as required.
• Provide support to Office Manager on Finance tasks.
• Manage all incoming and outgoing post.
• Co-ordinate bookings for couriers & taxis.
• Co-ordinate meeting room bookings for internal / external meetings & liaise with AV Services for support.
• Co-ordinate seating arrangements for colleagues from visiting offices.
• Ensure all office supplies and facilities are maintained to assist in the efficient running of the office.
• Liaise with third-party suppliers in order to purchase office stationery and related supplies under the guidance of the Office Manager.
• Provide accounts support to the Office Manager including management of invoices and related filing.
• Be an active member of the Health & Safety team - playing a critical role as a First Aider and Fire Warden.
• Manage ad-hoc hospitality and office-related events and projects as they arise.
• Print, organize and assemble documents to create packs for board meetings & other ad-hoc printing requests.
• Responsible for off-site storage.
• Responsible for Fire & General Safety Register.
• Perform any other tasks as reasonably requested of you.
• Maintenance of office attendance tracker.
• Responsible for processing expenses via Concur for office.

Education, Experience and Skills

• Minimum 2 years’ experience in a similar role, ideally within a professional services environment.
• Excellent telephone manner and interpersonal skills.
• Professional appearance, demeanor and friendly and welcoming manner.
• Confident in dealing with clients and colleagues at all levels.
• Ability to work efficiently and effectively to complete tasks.
• Ability to prioritize and manage multiple tasks and matters.
• Strong PC skills including Word, Excel and Outlook experience essential.
• Willingness and flexibility to work overtime, on occasion, in order to meet business needs.

At the time of this posting, the hourly rate for this position in New York is $32-40 per hour. Actual compensation is commensurate with job related knowledge, skills, experience and location of the position.