Receptionist

Katten is a full-service law firm with approximately 700 attorneys in locations across the United States and in London and Shanghai. Clients seeking sophisticated, high-value legal services turn to Katten for counsel locally, nationally and internationally. The firm’s core areas of practice include corporate, financial markets and funds, restructuring, intellectual property, litigation, real estate, structured finance and securitization, transactional tax planning, private credit and private wealth. Katten represents public and private companies in numerous industries, as well as a number of government and nonprofit organizations and individuals.

Receptionist

The Receptionist is responsible for ensuring the professional, consistent, and efficient coverage of external and internal telephone calls by answering and relaying incoming, outgoing, and interoffice calls including, but may not be limited to, greeting on-site visitors, scheduling conference rooms and visitor workspaces, processing catering requests, coordinating guest access to the building, creating and sending out office-wide communications, and performing administrative and clerical duties as requested or assigned. This individual must maintain professionalism, patience, courtesy and strict confidentiality in all client and Firm matters.

Work hours may vary from time-to-time for adequate coverage. This position will hold the responsibility of covering the reception desk in-person five days a week and will rotate coverage shifts on a monthly basis from 8:00 am – 4:00 pm or 10:30 am - 6:30 pm.

Essential Duties and Responsibilities include, but may not be limited to, the following. Other duties may be requested and/or assigned. Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Welcome on-site visitors, determine nature of business, and announce visitors to appropriate personnel, or direct outside vendors to appropriate areas.
• Monitor visitor access. Notify security and management of unauthorized visitors.
• Answer all incoming telephone calls, determine purpose of callers (if appropriate), and forward calls to appropriate personnel or department.
• Transfer calls to voicemail when appropriate personnel are unavailable.
• Answer questions about the firm and provide callers with address, directions, and other information.
• Arrange transportation for employees and guests upon request.
• Schedule and coordinate conference rooms, food service, and any necessary technology equipment needed by using the firm’s EMS system. Adjustments to conference room assignments and scheduling may be required using thoughtful judgement.
• Upon request, train and relieve any new employees in telephone operations.
• Perform other administrative and clerical duties as requested or assigned including, but may not be limited to, filing, collating, stuffing envelopes, applying labels, assisting with name tags during events, creating lists, submitting invoices for reimbursement etc.
• Create and send out office-wide communications such as daily emails to the office and content for the office’s TV screens.
• Send daily reports to the appropriate teams with details on the following day’s meetings, visitors, and events.
• Coordinate with building security to order new hire’s ID cards and ensure all new employees receive a warm welcome to the office.
• Assist the Director of Office Administration with administrative tasks such as document creation, calendar, room scheduling, submitting expenses, ordering firm swag, and researching various topics via internet, etc.
• Assist the Conference and Events Services Supervisor with tasks necessary to the proper execution of on-site internal events, such as adding guests to the building’s security list, adding event details to the reservation system, and assisting with set up needs.

Knowledge, Skills and Abilities

• College Diploma or three or more years related experience preferably in a large legal or professional services firm; or equivalent combination of education and experience. Fast, efficient, basic keyboarding skills are required to perform routine tasks of the position. Prior experience in telephone/reception, customer service operations is preferred.
• Experience with, or the ability to learn and operate, an EMS system, CloudGate, and Maptician. Computer knowledge with the ability to learn and utilize Firm directory software, and familiarity with Outlook and MS Word preferred.
• Must exhibit a professional, pleasant demeanor with the ability to manage several telephone lines and seek out employees when necessary in a busy office environment.
• Must have excellent written, verbal communication and interpersonal skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information and training, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.
• Excellent follow-through skills with the ability to efficiently handle multiple functions in a fast-paced, detail-oriented work environment, and adapt to changes in workflow.
• Analytical skills requiring an aptitude for detail and accuracy in order to perform essential duties of the position.
• Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make routine decisions within scope of the position’s responsibilities.
• Ability to prioritize tasks appropriately and manage multiple projects simultaneously to complete all incoming requests.
• Ability to read and write with knowledge of grammar, spelling, punctuation, proofreading and formatting in order to perform clerical duties as assigned, and proofread material for grammatical, typographical, and spelling errors.
• Ability to perform non-complex mathematical calculations and apply mathematical concepts when performing and verifying arithmetic calculations.
• Ability to operate standard office equipment including computer, laser printer, telephone, photocopier, calculator, scanner, facsimile, etc.
• Ability to occasionally retrieve and distribute files, written documentation and copies, or office supplies weighing up to 20 pounds.

For our New York office, the annualized salary range for this position is $40,000 to $50,000. Actual pay will be adjusted based on experience and other job-related factors permitted by law.

We offer an outstanding benefit package which includes: medical/dental/vision, 401k with employer contribution, parental leave, transportation fringe benefit program, back-up care option, generous paid time off policy, and long-term and short-term disability policies.

Katten Muchin Rosenman LLP is an Equal Opportunity Employer. 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.