Overview
Receptionist/Office Assistant Jobs in New York, United States at Cooley LLP
Title: Receptionist/Office Assistant
Company: Cooley LLP
Location: New York, United States
Cooley is seeking a Receptionist/Office Assistant to join the Office Services team.
Position summary:The Receptionist/Office 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. This position is an essential personnel role on the day shift. It requires working five days – 7:00 a.m. to 4:00 p.m. in the office. Meeting assistance may include making arrangements with food services vendors, and coordinating with Operations, Guest Services 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
Greet and record/log visiting attorneys and personnel from other Cooley offices and inform local IS and Office Services team members of such visitors
Escort guests, as needed to conference room
Schedule visiting offices and coordinate with Administrative Services Manager or Director of Administration to confirm secretarial/practice team assistant support assignment, as needed
Maintain and update reservation details and other logistics in firm provided software (EMS, Zoom, etc.) for conference rooms. Work closely with the Guest Services, Office Services and Information Services (IS) team to ensure meetings run smoothly. Respond promptly to conference room requests or questions, providing excellent customer service when resolving issues
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 Administrative Services Manager, Director of Administration, Guest Services or Operations Manager 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 Administrative Services Manager, Director of Administration, Guest Services or 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
All other duties as assigned or required
Other resp…
