Our client, a global midtown west law firm is seeking an ONSITE long term full time Front Office Client Services Assistant to join their team,
The position will go to the end of the year.
SUMMARY: To provide excellent service to both internal and external clients. Coordinates conference room bookings with catering, office services and IT, as well as daily reconfirmations, upkeep of visitor's logs, calendars, car service bookings and travel related tasks.
ESSENTIAL DUTIES AND RESPONSIBILITIES: "Essential functions" are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the client. Essential duties and responsibilities include (but are not limited to):
Front Desk Reception/Switchboard duties include:
Keep Reception area neat and tidy at all times, e.g., newspapers, brochures, surrounding area, etc.
Greet visitors as they arrive, notify parties involved in their meetings of the guests' arrival
Hang coats of visitors and provide coat check tag to all visitors
Convey information to staff and guests about their conference rooms, show guests to conference rooms as needed
Administer coat check for large events
Coordinate conference room bookings, car requests, travel assistance and Workspeed entries as they are requested.
Remote deposit of checks
Provide phone support as needed
Coordinate Guest Offices for visiting staff
Manage guest logs, event and visitor calendars
Survey conference rooms and visitor offices daily and notify OS of needed set ups
Update daily phone list using the list of absences from Intranet and print for entire reception/travel teams
Update the weekly phone list; send information to Duplication for printing and distribution to office and to HR for intranet posting
Provide backup audio/visual assistance
Process car service invoices
Run Arkadin reports
Run weekly firm credit card reports
Ad Hoc reception projects (lists, documents, event logistics, communicating with building, signs, etc.)
Library support
Secretarial overflow support
EXPERIENCE, KNOWLEDGE AND SKILLS REQUIRED
Approximately five years on the job experience necessary to ensure overall standards and procedures are adhered to in regard to guest services. Must be self-motivated, confident and project a corporate image
High interpersonal skills necessary in order to communicate with management, attorneys, clients, telephone callers, visitors and vendors
Proficiency and knowledge required of a busy telephone console system
Ability to carry out general reception duties and oversee that all guest services are provided
Able to maintain, create and update conference room bookings, catering and IT needs and all other documents
Ability to promote a pleasant working environment that encourages teamwork
Calm disposition and demeanor to deal with a high volume of calls, receive and attend to clients while performing all daily tasks
Good knowledge of how to make travel, hotel and entertainment arrangements
