Receptionist

Office and Administrative Services New York, NY


Description

Greenberg Traurig (GT), a global law firm, has an exciting full-time employment opportunity for Receptionist in our New York City office. We offer competitive compensation and an excellent benefits package. 

Position Summary

The Receptionist will provide reception and conference center coverage as well as perform other administrative duties. The Receptionist will also assist other administrative staff with administrative tasks and responsibilities.   The available shifts are: Shift #1 - 8 am - 4 pm ET  and Shift #2 - 11 am - 7 pm.  ET, Monday - Friday.  Candidate should also be flexible to work overtime as needed.

Duties & Responsibilities

  • Creates an exceptional first impression for our clients and visitors and represents the firm in a positive and professional manner
  • Actively promotes and ensures clear communication between reception and office clientele, and adheres to confidentiality policies at all appropriate times
  • Promptly answers all incoming calls to the switchboard, taking and delivering accurate messages via email or voicemail, as directed by attorney or staff
  • Keeps track of events, office personnel, and visitors in conference center as well as the office
  • Assigns visitor offices and issues temporary access cards to visiting firm attorneys and employees; keeps accurate logs of both visitors and issued cards and deactivate and reorder as necessary
  • Schedules meetings, books conference rooms, and maintains accurate log
  • Manages the setups for conference rooms to ensure reservation requests are met prior to scheduled meeting
  • Arranges for caterings and acts as liaison between food service staff and firm to ensure perfect order and timing, directs caterers upon arrival, and updates catering spreadsheet and account information
  • Maintains and coordinates details of firm meetings and events in order to properly direct attendees
  • Receives and directs deliveries and keeps accurate log
  • Assists staff, visitors, and clients with all special requests, including taxi, car service, directions and suggestions for local accommodations
  • Assists administrative staff with administrative tasks and special projects, including office events
  • Assists administrative assistants with document production, assembling of large print jobs, maintains client files and electronic database, updates and organizes materials in pleading binders, processes expense reimbursements, and enters time into billing system
  • Assists accounting staff with assembling of client billings
  • Maintains a polished appearance of reception and conference room areas at all times
  • Identifies areas for needed office improvement and bring to the attention of appropriate manage​

Skills & Competencies ​

  • Excellent interpersonal and communication skills (oral and written), professional demeanor, and presentation
  • Ability to answer phones and transfer calls and professionally meet and greet visitors
  • Highly motivated, self-starter who can work well under minimal supervision, as well as take a proactive approach in being team-oriented
  • Provide outstanding client service, meet high quality standards for services, and meet or exceed client expectations; proactive in seeking innovative ways in which to help others
  • Ability to prioritize workload and adapt to a fast-paced environment
  • Ability to establish and maintain effective working relationships with all levels of the organization and collaborate well in a team
  • Ability to maintain composure, positive outlook, and professionalism
  • High attention to detail, outstanding organizational skills, and the ability to manage time effectively

Qualifications & Prior Experience 

  • Bachelor’s Degree preferred or equivalent education and work experience
  • Law firm experience a plus
  • Proficiency with Windows-based software and Microsoft Word, Excel and Outlook required
  • Exceptional computer skills with the ability to learn new software applications quickly

The expected annualized base salary range for this position is $54,000.00 to $63,000.00. Salary will be determined based upon education, experience, job related factors permitted by law, internal equity, and market data, including geographic pay differentials in locations where market pay differs from the national average. Full time employees may be eligible for a discretionary bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, 401K, vacation, sick time, and an employee assistance program. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, voluntary critical illness and cancer insurance and pet insurance. Commuter and Transit programs may also be available in certain markets.

Greenberg Traurig is an Equal Opportunity Employer and committed to diversity and inclusion in the workplace. Individuals seeking employment at Greenberg Traurig are considered without regards to race, color, religion, sex, sexual orientation, gender identification, national origin, age, marital status, ancestry, disability, veteran status, or genetic information, among other protected bases.

In support of our unwavering dedication to putting diversity, equity, and inclusion into action, GT participates in the Mansfield Rule Certification Program. This Program, which is administered by The Diversity Lab, aims to increase diverse representation in the legal industry. In July 2020, we achieved Mansfield Rule 3.0 Certification. A year later, in 2021, we achieved Mansfield 4.0 Certification Plus, meaning we went beyond the requirements of the original Mansfield program. Most recently, in 2022, GT gained Mansfield Rule 5.0 Certification Plus – again achieving the highest level of certification a law firm can obtain. GT is currently participating in the Mansfield Rule 6.0 Certification Program. Providing your data during the application process helps us with achieving our goals and with meeting reporting/record-keeping obligations under federal and state law and other legal requirements. Providing your data is entirely voluntary and will not be considered in the hiring process or thereafter. Any information that you do provide will be treated confidentially.

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