Receptionist Jobs

Cooley is seeking a Receptionist to join the Office Services/Facilities team.
Position Summary: The Receptionist will focus on establishing effective work relationships with clients, attorneys and staff and providing exceptional customer service to all clients, guests and employees. The receptionist will assign visitor office space, maintaining an updated chart of all office assignments. In addition to greeting guests, answering and directing calls, the Receptionist will assign and coordinate meetings in EMS, as requested. 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. Specific duties include, but are not limited to, the following:
Position Responsibilities:

• Maintain Meeting Room Manager Scheduling (EMS) for conference rooms. Work closely with the Guest Services staff 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
• All other duties as assigned or required
• Direct people with a positive attitude
• 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
• Answer the telephone and take complete and accurate messages for attorneys/staff/clients or direct caller to voice mail, when appropriate
• Greet and log in all visitors. Responsible for daily Cooley employee and vendor visitor list
• Maintain a current reception manual
• 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
• Direct inquiries from clients, guests and employees to the appropriate departments
• Call for car service as needed. Maintain car service record log
• Greet and record/log visiting attorneys and personnel from other Cooley offices and inform Office IS and Office Services staff of such visitors
• Escort guests as needed to conference center
• Schedule visiting offices and coordinate with Administrative Services Manager to assign secretarial support
• Work with Guest Services Manager for resolution when conference schedule conflicts arise

Skills & Experience
Required:

• Familiarity with making international and long-distance calls to enable the Specialist to assist clients, guests or firm personnel
• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Available to work overtime, as required
• Prior customer service or receptionist experience

Preferred:

• College degree
• Previous law firm experience
• Prior concierge experience

Competencies

• Pleasant and professional demeanor with clear speaking voice and excellent spoken and written command of English
• Team player
• Reliable and cooperative manner
• Detailed-oriented and adaptable
• Ability to maintain confidentiality
• Excellent telephone skills
• Ability to work well under pressure within a deadline-driven environment
• Excellent problem-solving abilities
• Punctual
• Excellent verbal, written, organization, computer, and interpersonal skills
• Ability to effectively work individually and use critical thinking skills to solve operational issues, knowing the difference between when to solve an issue on one’s own and when to elevate it to the next level for help
• Ability to prioritize and handle multiple tasks simultaneously.

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices. EOE.
Below you will find the compensation range specific to this role in several of the Cooley US locations where it is open. Please note that final offer amount will be dependent on experience and skillset of the candidate.

• San Diego: $23.00 to $27.00 hourly

Additionally, see below for a description of bonus and benefits generally applicable to those in US offices.

• Ten paid holidays each year.
• Other benefits include the option to participate in our tuition reimbursement program and wellness program, which includes fitness reimbursement each year.
• 401(k) and profit sharing.
• Other compensation may include an annual discretionary merit bonus.
• Employees in this role will have the option to elect various benefits, including medical, dental, vision, accidental death and dismemberment, life insurance, dependent life insurance, long term disability, long-term care insurance, health savings accounts (if enrolled in an HDHP) and health/dependent care spending accounts.
• Paid Time Off (PTO)