Kelley Drye & Warren LLP Georgetown office, ranked as Top Workplace by the Washington Post ten years in a row, is currently looking for a highly skilled dynamic multi-tasker to join the Facilities/Catering team. The Receptionist will be in charge of the day-to-day operations of the reception desk and guest services including catering requests, invoice processing, and administration of the firm’s conference room booking system. Some of the responsibilities will include: welcoming firm clients and visitors, answer multi-line phone system (internal and external calls), escort visitors, assisting with the coordination and planning of several office events and meetings, front desk and catering liaison between attorneys, professional staff and vendors, and some general audio-visual tasks.
We are seeking a highly organized individual with strong customer service and financial management skills and superb phone etiquette. The ideal candidate should have previous reception and administrative experience, preferably in a professional services environment and outstanding interpersonal and communication skills.
Job Duties
- Answer calls effectively on the Firm’s main line, interoffice call and rollovers from direct calls to Firm personnel. Screen calls, forward calls and/or record and forward messages accurately as required; may transcribe messages from telephone voice-mail service.
- Greet clients and guests and direct and escort them to appropriate departments, personnel, conference rooms or visiting offices; ensuring that they are comfortable if waiting.
- Prepare and inspect visitor offices daily and distribute/email visiting attorney’s information to the Admin/HR/Facilities team.
- Ensure coverage of Reception Desk at all times. Coordinate lunch and breaks with designated back-up or other as necessary. Contact Human Resources if additional back-up is needed.
- Maintain accurate, up-to-date records of all changes within the Firm, offices/bays, phone extensions, floors, phone lists, maps and intranet content, etc.
- Manage the Firm’s Conference Room Scheduler (Condeco). Make conference room reservations for clients, attorneys and/or professional staff. In charge of weekly/daily Catering/Event Report to Facilities and Human Resources. Monitor reservations, catering needs and assist with catering requests and bookings as needed.
- Make reservations for client and other visitors as assigned (car service, hotel, restaurant, etc.).
- Track, monitor and process the Firm’s Catering credit card and submit reconciliation to Finance for payment once a month. Follow current KDW catering invoice processing procedures in place.
- Provide conference room manager and catering training to all new Legal Administrative Assistants.
- Other Hospitality/Facilities duties as assigned.
- Serve as a back-up to the Hospitality team.
- Follow and administer the KDW DC Office Catering Guidelines including preferred vendors, catering budgets, etc. Update the Catering Guidelines as required.
- Responsible for maintaining and updating the KDW DC Office Reception Desk Guidelines.
- Coordinate with administration and human resources additional staffing needs as required for early morning or late evening Firm’s events/conference/meetings.
- Manage and control security access function in the building lobby ensuring all guest and visitors are pre-checked with building security prior to arrival.
- Assist with Firm’s security by being aware of all visitors. Ensure that all receptionists know about the general whereabouts of attorney and staff.
- Provide a variety of administrative support to facilities, administration and human resources and other departments including the update of the DC Office Visitor’s intranet page and be an active member of the DC Office Emergency Procedures team.
- Legal Administrative Assistant support as assigned.
- Perform other clerical or administrative duties as assigned.
Requirements/Qualifications
- Associates or Bachelor’s degree required.
- Minimum of two years in a professional setting as a front office and or administrative assistance preferred.
- Position will require occasional flexibility in working hours to accommodate busy periods or events.
- This position is considered essential personnel - required to be in the office five days a week.
- Individuals with a passion for delivering a high quality of customer service.
- Individuals who demonstrate professional etiquette with excellent verbal and written communication skills.
- Individuals who are highly reliable and organized.
- Individuals who are team oriented and flexible.
- Ability to work both independently and collaboratively as part of a team.
- Flexibility to assume other job responsibilities as necessary.
- Ability to establish and maintain a positive and professional relationship with coworkers, clients and visitors.
- Flexibility in responding courteously to immediate needs of visitors and callers.
- Ability to establish priorities and maintain productivity despite numerous interruptions.
- Highly efficient and organized. Attention to detail.
- Ability to work in a fast-paced environment.
- Ability to properly handle sensitive and confidential information.
- Positive and high energy attitude.
- Dependable and punctual.
- Financial and/or business management skills a plus.
- Proficient knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook). Experience with Excel functions as formulas a must.
- Ability to sit or stand for extended periods
The selected candidate will be subject to a background check as part of the hiring process.
Kelley Drye and Warren LLP is an Equal Opportunity Employer (EOE).