Receptionist

Administration and OperationsAll Practice AreasMiami, FL

Job Description

At K&L Gates, we are looking for smart, imaginative and hard-working people with diverse backgrounds, experiences and ideas to join us.  Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.

We are seeking a Receptionist to join the Miami office. Serves as the ambassador for the office’s reception and conference center space.  The Receptionist is responsible for acting as the initial point of contact on behalf of the firm by telephone and in person, as well as overseeing daily operations of the conference center with a focus on professionalism and exemplary customer service. Candidates must be self-starters who possess the ability to work independently and as part of a team. Excellent communication skills and a commitment to providing the highest quality client service are strongly preferred.

KEY RELATIONSHIPS
Lawyers, Administrative Staff, Legal Support Staff and Clients

ESSENTIAL DUTIES
• Meet and greet clients, vendors, and visitors to the office, ensuring proper clearance and routing of such parties in accordance with firm security protocols
• Greet and announce visitors in a friendly and professional manner
• Understand the importance of effective client service; present the firm in a professional manner
• Monitor visitor access as necessary; maintain security by following procedures and controlling access (monitoring log book and issue visitor badges)
• Assist clients and visitors with printing, Wi-Fi connection and other general needs which may include making hotel and transportation reservations
• Ensures office phone system is operating at designated times
• Answer incoming telephone calls and direct call traffic to the proper person
• Take accurate and complete messages for those employees who may be unavailable
• Maintain neatness and organization of reception desk, front closet areas, and conference center spaces, including stocking office supplies in conference rooms as appropriate
• Inspect and ensure that all rooms are clean, stocked with supplies and ready for continual use
• General office clean-up to ensure common areas (reception and conference rooms) are clean with professional appearance
• Maintain schedule for all conference rooms and ensures requests for the set-up and use of meeting rooms are handled accurately and proactively
• Provide concierge service for dinner meetings and after-hour functions
• May provide set-up and clean-up for the office conference rooms to include coffee and beverage services, breakfast, lunch and dinner services, ordering food, beverages, and other supplies as needed
• Coordinate catering, place orders for food and beverages for use during meetings as assigned
• Coordinate and set-up audiovisual (A/V) equipment; trouble shoot and resolve A/V issues as they arise
• Must observe confidentiality on all client matters and adhere to procedures and guidelines set by all departments of the firm
• Deliver on service commitments in a timely and accurate manner

ADDITIONAL DUTIES
• Assist with in-house events and gatherings as and when needed
• Organize and distribute kitchen supplies; clean and set up kitchens on all floors which may include emptying dishwasher, making coffee, wiping down tables, counters and, appliances
• Maintain inventory control and order supplies as needed, including sodas, water, soaps, utensils, plates, cups, napkins, coffee, etc., review invoices for accuracy and process for payment
• Assign visiting attorney offices to visitors and post assignments on Compass
• May serve as the office’s life safety coordinator as well as being the main contact for police, fire, rescue and emergency agencies
• May perform cleaning, dusting and other incidental tasks as assigned
• Assist other staff members with overflow work and provide backup support for other functions as needed

EXPERIENCE SKILLS REQUIRED
• High School Diploma or equivalent
• Minimum of 1 year professional level work experience
• Previous experience in client service oriented field preferred
• Be personable, articulate, knowledgeable, and professional in presenting oneself in a professional setting
• Ability to learn skills quickly
• Flexibility in dealing with simultaneous projects and request
• Attention to detail
• Ability to function with a high level of patience, tact, and diplomacy in handling any “complaint” situations
• Working knowledge of Microsoft products pertaining to the position including but not limited to Outlook, Word, and Excel, etc.
• Visual acuity
• Able to convey information and ideas through speech in ways that others will understand
• Able to listen to and understand information and ideas presented through spoken words and sentences
• Able to speak clearly so listeners understand, identify, and understand the speech of another person
• Excellent organizational skills
• Strong initiative required, able to work independently with minimal direct supervision

ADDITIONAL ABILITIES REQUIRED
• On an infrequent basis, assistance with local pickups may be required, by car or on foot
• Occasional overtime may be required
• Use of a catering cart, coffee equipment, and other equipment and appliances is required
• This job operates in an office setting and is largely sedentary, requiring the routine use of a computer and other standard office equipment. 
• The ability to open file cabinets, lift files, bend and stand on a stool may also be required.

ABOUT THE FIRM

K&L Gates is a fully integrated global law firm with approximately 2,000 lawyers across five continents. We have experienced dramatic growth in the past decade and now rank among the largest U.S. based law firms in the world.  We take pride in constantly striving for innovation, imagination and an entrepreneurial spirit. We come up with big ideas and then roll up our sleeves to get the job done, guiding our clients through their most complex issues in a variety of industry sectors and across multiple regions of the world.

The industry recognition the firm has garnered in the past five years emanates from the foundation of a global community aligned on behalf of our clients. The people at K&L Gates are committed to working together to create a legacy for each other, the firm, our clients, and the communities in which we serve. We thrive in an inclusive and socially conscious environment that embraces diversity and takes a holistic approach to the career evolution of all our professionals.

To learn what makes us different from other law firms, including our collaborative approach, entrepreneurial spirit, and our commitment to diversity, check out our video, “Grow Your Career at K&L Gates.”

If you agree that we are different from other law firms - and the right place for you to grow your career - please apply for this position.  For more information or to view other job opportunities, please click here to go back to our careers page.

Notice: We participate in E-Verify in certain Firm locations for purposes of verifying employment eligibility.

BENEFITS

We offer a dynamic work environment and excellent benefits.

EQUAL EMPLOYMENT OPPORTUNITY

The Firm is an equal opportunity employer. It is the policy of the Firm that employment decisions shall be based on merit, qualifications and competence. Employment practices shall not be influenced or affected by virtue of a person’s race, color, religion, sex, national origin, age, sexual orientation, gender identity or expression, marital status, disability, military status or any other characteristic protected by applicable law. This policy governs all aspects of employment including, without limitation, recruiting, hiring, compensation, benefits, promotion, assignment and dismissal. In addition, it is the Firm’s policy to provide an environment that is free of unlawful harassment of any kind including, without limitation, that which is sexual, racial, age-related, disability-related or ethnic background-related.