Receptionist

Profile

Receptionist

The candidate will answer and direct calls. Meet and greet clients, vendors, and visitors to the office, ensuring proper clearance and routing of such parties in accordance with firm security protocols. Greet and announce visitors. Deliver top level customer service. Monitor visitor access as necessary; maintain security by following procedures and controlling access to office (monitor log book and issue visitor badges). Assist clients and visitors with printing and office services, Wi-Fi connection and other general needs including hotel and transportation reservations. Ensure office phone system is operating at designated times. Take and deliver accurate and complete messages. Maintain neatness and organization of reception area, front closet areas, and conference center spaces, including stocking office supplies in conference rooms, as appropriate. Keep all rooms meeting rooms and visitor offices tidy, stocked with supplies and ready for use. Maintain schedule for all conference rooms and ensure requests for the set-up and use of meeting rooms are handled accurately and proactively. Provide concierge service for dinner meetings and after-hours functions. Set-up and clean-up for office conference rooms to include coffee and beverage services, breakfast, lunch and dinner services, ordering food, beverages, and other supplies as needed. Coordinate catering, place orders for food and beverages for use during meetings as assigned. Work with firm IT department to coordinate and set-up IT, audiovisual (A/V) equipment; troubleshoot and resolve A/V issues. Observe high level of confidentiality on all client matters and adhere to procedures and guidelines set by all firm departments. Deliver on service commitments in a timely and accurate manner. Ensure accurate tracking, monitoring, and recording of all client and non-billable charges, logs, and entries daily. Answer inquiries, load/unload parcels, deliver parcels, copies, and faxes. Coordinate office moves and relocations, which can also include heavy of boxes and furniture and coordination with other departments. Liaise with building management regarding issues with the temperature, lighting, trash removal, etc.. Monitor inventory levels and purchase inventory as required; track and maintain appropriate levels of office supplies for the office, and research new products and vendors. Assist with events and gatherings. Organize and distribute kitchen supplies; maintain tidiness of kitchen. Maintain inventory control and order supplies as needed, including sodas, water, soaps, utensils, plates, cups, napkins, coffee, etc., review invoices for accuracy and process for payment. Assign visiting attorney offices to visitors. Serve as the office’s life safety coordinator as well as being the main contact for police, fire, rescue and emergency agencies. Perform cleaning, dusting and other incidental tasks as assigned. Assist other staff members with overflow work and provide backup support for other functions as needed. Call to vendors of the fax machines, photocopiers, and cost recovery equipment when there are problems. Assist with moving files to/from central records, workrooms, and private offices. Create signs as needed. Take photos for security badges for new employees. Associate’s degree or equivalent. Should have 1+ years professional level work experience. Previous experience in client or customer service oriented field is preferred.

Company info

K & L Gates LLP
One SW Columbia Street, Suite 1900
Portland
Oregon
United States 97204
Website : http://www.klgates.com