Receptionist

1 week ago


Singapore MORGAN LEWIS STAMFORD LLC Full time

GENERAL PURPOSE OF THE POSITION


Working under general supervision, the primary responsibilities of the Receptionist include, but are not limited to: answering and directing telephone calls; meeting, greeting, assisting and interacting with clients, vendors, Morgan Lewis personnel, job applicants and all other guests; and responding to requests for general Firm information.

Depending on the office, the Receptionist may be responsible for conference room coordination.

**PRIMARY FUNCTIONS AND RESPONSIBILITIES

Reception

  • Answers and directs all incoming calls (internal and external), by operating a multiple line switchboard
  • Ascertains appropriate resources when caller's contact person is unavailable
  • Provides assistance when caller has limited information
  • Greets and assists clients and other visitors.
  • Maintains visitor log
  • Ensures reception area is well maintained and has a professional appearance
  • Reports general maintenance issues to the appropriate office or building services personnel
  • Accepts, signs and logs all incoming mail and deliveries. Evaluates the priority and assures delivery on a timely basis.
  • Possesses knowledge and understanding of current Firm procedures regarding documents served by the Courts and handles appropriately
  • Provides a variety of administrative and clerical duties as necessary (e.g., prints documents and air line tickets, makes copies, calls notaries, contacts travel department, etc.)
  • Demonstrates understanding of Firm's emergency procedures i.e., fire, shelterinplace, 911 calls and is able to respond appropriately in an emergency
  • Reserves visitor rooms, arranges transportation and other services, as needed.
  • Submits visitor names to building security
  • Maintains building access and property pass systems; distributes cab vouchers
  • Assists others with placing international calls (internally)

Conference Room Coordination

  • Coordinates all room reservations or conference room needs at this location.
  • Monitors conference room occupants and activity for any needs.
  • Schedules internal and attorney/client meetings.
  • Interacts with Audio Visual for special equipment needs.
  • Works with Facilities for special room setup and breakdown.
  • Coordinates vendors for food and beverage requirements.
  • Double checks room reservation calendar to ensure no room duplication exists.
  • Tracks room usage by client matter number for billing purposes and return of abandoned possessions.
  • Recognizes when priority situation needs special accommodation and involves a room change.
  • Books multiple recurring meetings for the year (recurring weekly, monthly or yearly).
  • Answers all calls and addresses emergency room requirements on a daily basis.
  • Screens unauthorized personnel entering the conference area and knows firm's policies for floor access for nonemployees.
  • Possesses knowledge of firm policy regarding security after hours at the Conference Center.
  • Resolves and/or escalate equipment issues
  • Performs general administrative and clerical duties, as necessary.
**SUPERVISORY RESPONSIBILITIES: none

EDUCATION AND EXPERIENCE
This job requires a high school diploma, or equivalency and, minimum of 5 years of work experience. One (1) year of receptionist experience or, equivalent combination of education and experience.

OTHER QUALIFICATIONS AND REQUIREMENTS:

To perform the job successfully, an individual must demonstrate the following knowledge skills and abilities:

  • Technical Skills
  • Teamwork
  • Professional demeanor
  • Organizational skills
  • Written and oral communication skills
  • Attention to detail, including neatness and accuracy
  • Ability to interact effectively with all personnel, clients, visitors, vendors, etc.
  • Ability to follow instructions and procedures and to work under mínimal supervision
  • Ability to exercise discretion and judgment
  • Ability to prioritize multiple tasks
  • Ability to work well under pressure
  • Ability to adapt to change and balance competing demands
  • Ability to read and comprehend simple instructions, brief correspondence and memos. Ability to write simple correspondence. Ability to effectively present routine information in oneonone or small group situations.
  • Basic arithmetic skills (add, subtract, multiply, divide all units of measure)
  • Ability to carry out detailed, but uninvolved written or oral instructions and deal with problems in routine situations

COMPUTER SKILLS
To perform this job successfully, an individual must have a basic knowledge of office equipment and be proficient in the following software:

  • Document Management: MS-Office Word
  • Communications: Outlook eMail, Office Communicator, Internet Explorer, Avaya, SoftConsole, Resource Scheduler

CERTIFICATES, LICENSES,

REGISTRATIONS:
none required


PHYSICAL DEMANDS

  • While performing the duties of this job, the employee is regularly required to sit and may occasionally be required to move about. The employee is also regularly req

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