Receptionist/Administrative Assistant
The Receptionist/Administrative Assistant position plays a critical role with a focus on establishing effective work relationships with clients, attorneys, business professionals and providing exceptional customer service to all clients, guests and employees. Meeting assistance may include making arrangements with food services vendors, and coordinating with Operations, and other departments to ensure that all requests for space, catering and AV/IS equipment are managed well and services are provided seamlessly. This role will also perform various and other routine administrative duties. Specific duties include, but are not limited to, the following:
Position responsibilities:
- Answer telephones for attorneys/business professionals/clients and direct callers as requested or to voice mail, when appropriate
- Check general voice mailbox daily and forward messages to the appropriate attorney or other business professional members
- Ensure that the reception desk, reception area and guest seating areas are neat, tidy and welcoming at all times. Periodically check conference rooms to confirm that chairs have been reset, dishes have been removed, AV equipment is responsive and that it is ready for next use
- Greet and record/log visiting attorneys and personnel from other Cooley offices and inform local IS and Office Services team members of such visitors
- Collect information to register visitors for building access, input information and send confirmation/access emails, as needed
- Escort guests, as needed to conference room
- Maintain and update reservation details and other logistics in firm provided software (EMS, Zoom, etc.) for conference rooms. Work closely with Office Services and Information Services (IS) team to ensure meetings run smoothly
- Schedule visiting offices and coordinate with Director of Administration to confirm secretarial support assignment, as needed
- Respond promptly to conference room requests or questions, providing excellent customer service when resolving issues
- Maintain a secure environment at reception area and floor entrances, ensuring that secure doors remain closed and clients, vendors, and guests (including former employees) do not enter our space without approval
- Manage physical security credentials log to track access cards/fobs issued to new hires, visitors, or vendors. Maintain a log showing the recipient for each card, card number and the date it was issued and returned. Review the log daily and follow up with any recipients who are no longer on-site but still have an access card and arrange for the card to be returned. Report any lost or stolen cards to the Director of Administration immediately for deactivation.
- Coordinate logistical requirements for all in-house functions serving as the office contact for meetings and coordinating appropriate meal or beverage set-ups
- Assist clients and attorneys with local restaurant reservations, as needed
- Assist clients and/or visitors with local transportation needs
- Maintain and update office floorplan of all office assignments
- Work with Director of Administration for resolution when conference schedule conflicts arise
- Knowledgeable of all personnel and departments in the office. Utilize appropriate resources to provide information regarding personnel and departments in other offices of the firm
- Knowledgeable of all office wide amenities, as well as assisting the Director of Administration and Operations
- Maintain a neat and orderly Reception area
- Maintain a secure environment at reception area and floor entrances, ensuring that clients or guests, including former employees, do not enter our space without approval
- Maintain security badge log (new hires, temporary loaner keys, etc.)
- Print out the wireless guest password and distribute to clients, as necessary
- As part of the Facilities team, work with on-site property manager to arrange for general facility maintenance including light bulb replacement, temperature adjustments and other issues. Submit work orders for maintenance issues to building management as needed
- Maintain a list of catering services and provide guidance and support for catering orders for all meetings and events in the office, as requested, including placing orders, providing direction to catering vendors on food placement, ensuring that the catering is presentable and tracking meeting attendance for expense allocation
- Help prepare expense reports, invoice submissions, and petty cash tracking using the firm’s invoice software (Chrome River)
- Manage all postage, package and courier services for the office. Arrange messenger services for outbound packages and accept package deliveries. Log all inbound and outbound deliveries. Collect, scan, log, and distribute mail from the office post box. Provide general assistance for holiday client gift shipments
- Perform qualities checks on documents, handle requests to transcribe handwritten drafts, enter attorney time entries, add contacts into CRM database as directed by the Director of Administration
- Manage office publication subscriptions/renewals
- All other duties as assigned or required
Other responsibilities (where applicable):
- Oversee purchasing function; place order with supply vendor and manage special request for supply items. This includes office supplies and stationery items (letterhead, business cards, etc.)
- Facilities/Office Services with Emergency Preparedness plan, including, but not limited to: maintenance of safety and disaster recovery plan, handling emergency food inventory, assisting with fire drills, emergency team recruiting and employee safety training
- Process and code vendor invoices
- Serve as content coordinator for CooleyNet office web page, ensuring that it is consistently up-to-date, helpful, innovative and useful as a resource to the office
- Maintain awareness of all internal office/department wide events/activities with the ability to direct employees to the appropriate source for additional information for the event/activity (e.g., socials, special events, milestones, or such)
- Draft and/or circulate daily office visitor email to local office
Skills & experience:
Required:
- After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
- Available to work overtime, as required
- Familiarity with making international and long-distance calls to enable the receptionist to assist clients, guests or firm personnel
- Spoken fluency in Mandarin and Cantonese
Preferred:
- Bachelor’s degree
- Prior customer service, receptionist or concierge experience
- Previous law firm experience
Competencies:
- Ability to interact in a professional, cooperative and tactful manner with clients, co-workers and others both in person and on the telephone
- Detailed-oriented and adaptable
- Punctual
- Pleasant and professional demeanor with clear speaking voice and excellent spoken and written command of English
- Excellent verbal, written, organization, computer, and interpersonal skills
- Ability to maintain confidentiality
- Ability to identify potential issues and proactively develop and implement a plan to prevent them from occurring
- Ability to effectively work individually and use critical thinking skills to solve operational issues, knowing the difference between when to solve an issue on one’s own and when to elevate it to the next level for help
- Team player
- Ability to prioritize and handle multiple tasks simultaneously
- Ability to work well under pressure within a deadline-driven environment
Reporting to this position: No direct reports.
