Law Firm Receptionist

Overview:

We are seeking candidates with 1+ year of experience in reception services to join our team in NYC! This position will be responsible for fostering a professional and pleasant working environment by providing excellent customer service in the fields of general office services and facilities maintenance and coordination in a Corporate setting.

Hours: 9am to 6pm with availability to work overtime when asked.

Who We Are

IST Management is a business process outsourcing company. Founded in 1997, we have over 1,800 employees with operations in over 38 cities across the U.S. We provide Facilities and Office Services Management, e-Discovery services including processing, hosting, court reporting, collections and forensics, managed review, and managed services.

We’re a proud partner of the Military Spouse Employment Partnership through our nation’s Department of Defense, and have committed to Hiring Our Heroes mission to hire 100,000 active and former service members.

You can check out istmanagement.com for more info on us!

Responsibilities:

COMMUNICATION

The Receptionist interacts with clients and guests either by telephone or in-person. The Receptionist listens, articulates clearly and takes appropriate actions. The Receptionist anticipates the unexpected, asks the right questions and manages situations with poise:

• Serve as the voice and face of the firm.
• Answer and screen all incoming external and internal telephone calls in a welcoming and professional manner. Communicate clearly and effectively with all callers.
• Approach others in a tactful and professional manner; react well under pressure; treat others with respect; accept responsibility for actions; follow through on commitments.
• Assist all clients and visitors and facilitate their arrivals and departures using appropriate technology and other means to provide accurate information. Notify attorneys of visitor arrivals promptly with reminders if necessary. Guide visitors to appropriate conference rooms and visitor offices and provide light administrative support.
• Act as primary responder to security issues in a calm and professional manner and report issues to management appropriately. Liaise with building management as appropriate.

GUEST SERVICES

The Receptionist has the ability to meet and exceed guests’ expectations and provide services they need. The role requires a professional, outgoing and welcoming personality that understands the value of first impressions, client service and dedication to creating a memorable experience for all guests. To make a great first impression, there are four “must-do’s”: (i) friendly welcome; (ii) stand to greet the client/guest; (iii) make eye contact; and (iv) smile:

• Provide a warm, welcoming environment for all clients and guests.
• Greet clients and guests politely by name, engaging with them, and escorting them to their meeting room.
• Ensure all requests are dealt with in a timely and friendly manner.
• Identify and resolve problems in a timely manner; gather and analyze information and develop alternative solutions; use reason when dealing with emotional situations; and the ability to manage changing circumstances quickly and calmly while being responsive to the needs of the clients and guests.
• Anticipate the needs and expectations of each individual client or guest and responding to extremely varied requests (e.g., offering an umbrella to a client/guest when it is raining).
• Attend to Receptionist needs of clients/guests to include car service reservations, parking garage assistance, restaurant reservations, check airlines and print boarding passes, theatre tickets, or other hospitality-driven services that clients or visiting attorneys might request.
• Ability to balance team and individual responsibilities; exhibits openness to others’ viewpoints and ideas; contributes to building a positive team; committed to supporting co-workers and clients/guests.
• Improve and promote quality and a first class experience; demonstrates accurateness and thoroughness; follows all policies and producers, applies feedback to continue to improve.

• The Receptionist serves as a source of information for the office and has a wide range of resources available to guests. Provide working knowledge of conference related technical skills such as setting up conference calls, long distance dialing, LAD-related issues for visitors.
• Ability to provide clients with inside knowledge of the best coffee shops, restaurants, and dry cleaning services in the area and provide guidance as guests/clients navigate their travel and time in the city.
• Have a depth of understanding about the firm, the people, and the clients.
• Inform Conference and Events Coordinator, Facilities Manager and/or Office Administrator of: any and all facilities issues; ensure that the client reception area is kept clean and professional in appearance, and is in compliance with client confidentiality; and check all amenities equipment.
• Familiarize oneself with firm personnel, policies and procedures.
• Attain proficiency in the conference room reservation software (Service Now). Book conference rooms and visitor offices and ensure that all necessary components for meetings (A/V, food, room configuration and similar requirements) are provided. Coordinate with food services vendor for all client and internal meeting requests; track all data for client and internal billing purposes.

• Attend all necessary training including software(s) as required to perform job functions.
• Handle multiple tasks to include, but not limited to event preparation such as envelope stuffing or name tag preparation, Excel projects, short correspondence, photocopying, faxing, mailing, and light assistant duties.
• Maintain a flexible work schedule to change hours as necessary to accommodate events, meetings, firm holidays, weather and other types of emergencies; overtime as required.
• Professional appearance and strict adherence to firm’s required dress code for this position.
• All members of the firm are encouraged to participate in our Global Citizenship program.
• Other special projects and duties as assigned.

Qualifications:

Ideal candidates have the ability to confidently interact with clients and visitors, possess excellent communication abilities, and are ready to grow in their professional career. Previous experience in a reception or administrative role is a requirement! Other qualifications include:

• High School Diploma or GED required; authorization to work for any employer in the US required
• Microsoft Office proficiency required and may be tested; Relevant hospitality/ administrative experience with high visitor and call volume in a medium-to-large sized organization preferred
• 45 wpm typing skills, good spelling and grammar, and basic knowledge of Microsoft Office suite; Effective and professional verbal communication skills; English is required; other languages are a plus
• Strong organizational skills and calendar management skills; Resourceful in problem solving and meeting client/visitor needs
• Professional appearance and outgoing positive demeanor
• Ability to write, read and comprehend correspondences, memos, emails, and basic instructions

Contact information here: https://www.istmanagement.com/talent-acquisition-team

Please respect individuals reaching out for accommodations by utilizing the contact information only for this purpose. You will receive correspondence directly from your local IST Management hiring team regarding your application submission and status after submission.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.