Receptionist

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.

• Cisco experience desirable but not essential.

• 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.