Receptionist (Temp To Perm Or Direct)

Firm Information

Reed Smith is a global relationship law firm with more than 1,700 lawyers in 30 offices throughout the United States, Europe, Asia and the Middle East.

Founded in 1877, the firm represents leading international businesses, from Fortune 100 corporations to mid-market and emerging enterprises. Its lawyers provide litigation and other dispute resolution services in multi-jurisdictional and other high-stakes matters; deliver regulatory counsel; and execute the full range of strategic domestic and cross-border transactions. Reed Smith is a preeminent advisor to industries including financial services, life sciences, health care, advertising, entertainment and media, shipping and transport, energy and natural resources, real estate, manufacturing, technology, and education. For more information, visit reedsmith.com.

Position Summary

This position is responsible for greeting clients and visitors to the Century City Office, answering all phone calls in a professional manner, assisting with questions, scheduling conference rooms & videoconferences, and reserving guest offices for visiting attorneys. The Century City Receptionist also serves as back up to Office Services and provides overflow administrative support for executive assistants, paralegals, and attorneys.

Additionally, access to our U.S. offices will be limited to personnel who are fully vaccinated from COVID-19. If you believe that you require an accommodation to this policy because of a medical, religious or other reason, please let us know at the time of your interview so that a reasonable accommodation can be discussed.

Essential Functions

• Assists the Business Manager with facilities management projects regarding new office renovation.
• Receives and signs for all incoming deliveries and notifies Office Services of such deliveries.
• Schedules conference rooms for meetings, books videoconferences between multiple Reed Smith offices, and reserves guest offices for visiting attorneys.
• Places all catering orders and keeps record of receipts as well as client/matter or cost code charges for invoice processing.
• Resolves conference room booking conflicts and collaborates with team members for set-up and clean-up of conference rooms.
• Compiles and formats weekly office newsletter in Outlook.
• Answers all incoming phone calls in a confident, professional manner; transfers calls to appropriate attorney and/or staff member.
• Assists with office events.
• Greets clients and visitors in a professional, friendly manner and notifies the executive assistant or attorney upon arrival.
• Maintains the Travel Schedule Notice and PTO Outlook Calendar regarding the in/out status of all office personnel.
• Inputs visitor names into the building security system and internal database and records parking validations issued.
• Orders lighting and air conditioning for each Saturday of every month on Web Smart Air.
• Processes check requests for firm vendor accounts.
• Updates the Century City telephone directory as soon as changes occur.
• Prepares parking validation report to be sent to accounting monthly.
• Interacts with process servers and uses good judgment to appropriately manage requests pertaining to service of process.

Completes overflow administrative work and other miscellaneous general office duties as requested, including but not limited to proofreading legal documents, creating/organizing binders containing case materials, creating UPS labels, preparing outgoing mail, and entering attorney billable time.

Requirements

Condition of Employment:

All personnel designated as office-based, hybrid or flexible under the Firm’s Flexible Work Policy are required as a condition of their employment to have had the initial series of COVID-19 vaccinations, meaning either two doses of Pfizer or Moderna or one dose of Johnson & Johnson. This policy applies to all U.S. partners and employees, regardless of full-time, part-time, temporary, exempt, non-exempt, or any other status or classification.

If you believe that you require an accommodation or exemption to this policy because of a medical, religious or other reason, please discuss with the recruiter so that a reasonable accommodation can be considered.

Education: High School Diploma required and college degree preferred.

Experience: 3+ years receptionist experience in a professional services environment.

Skills: Must be extremely reliable and punctual to open and close the reception area every day (office hours are currently 8 AM – 5 PM). Must possess: exceptional customer service skills, desk organization skills, strong communication and grammar skills, pleasant telephone voice, and excellent phone etiquette skills. Must be personable and highly professional in demeanor, grooming, and apparel. Ability to interact with clients, vendors and all levels of firm personnel. Ability to quickly handle changes and resolve conflicts. Must be able to collaborate in a team structure for workflow. Must possess excellent Microsoft Office skills with emphasis on strong Word and Excel.

Other

Pay Range: 47.8K-71K. This represents the presently-anticipated low and high end of Reed Smith’s pay range for this position. Actual pay may vary based on various factors, including but not limited to location and experience.

Supervisory Responsibilities: None.

Equipment To Be Used: Personal computer and other office equipment such as telephone, calculator, fax, machine, copier, scanner, etc.

Typical Physical Demands: Sitting for prolong periods of time. Manual dexterity sufficient to operate standard office machines. Normal range of hearing and vision. Ability to quickly check conference rooms and adjust set ups.

Typical Mental Demands: Able to work effectively in a fast paced environment. Make judgment decisions and adapt to changing work situations. Grasp and apply new ideas. Communicate with various personalities at all levels.

Working Conditions: Able to deal with stress associated with fast-paced work environment. Able to handle multiple, sometimes overlapping priorities/tasks. Make judgment decisions, use discretion with confidential information, and adapt to changing work situations. Grasp and apply new ideas. Communicate with various personalities at all levels.

Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401 (k) plan.

Reed Smith is an Equal Opportunity Employer. Reed Smith's success depends heavily on the effective utilization of qualified people, regardless of their race, ancestry, religion, color, sex, age, national origin, sexual orientation, gender identity and/or expression, disability, veteran's status, or any characteristic protected by law. As a firm, we adhere to and promote equal employment opportunity for all.

Reed Smith provides reasonable accommodations for persons with disabilities, including in the application and interview process.

Qualified candidates only. No search firms.