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Receptionist

Job ID: 4821

Updated: Nov 8, 2018

Location: Dallas, TX, United States

Category: Facilities/Office Services


About Kirkland & Ellis

Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms.  Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.

Essential Job Functions

POSITION OVERVIEW

The Receptionist is responsible for providing exceptional customer service and support to clients, guests and all K&E personnel.In collaboration with the Conference Center Supervisor and the Conference Center Assistant, this position is responsible for greeting all K&E personnel, clients and guests; answering and directing all telephone calls, and maintaining a professional appearance of the reception area. He or She is also responsible for providing general administrative support to all K&E personnel, including, but not limited to, secretarial support, car services, messenger services, and after hours meal requests. The Receptionist also submits building maintenance and after-hours requests to property management, including preparing invoices for approval and payment.Additionally, this position is responsible for ensuring a secure environment in reception and lobby areas.

ESSENTIAL FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

Guest Services

  • First point of contact for all visitors to the conference center
  • Greet guests, clients and K&E personnel in a professional, friendly and hospitable manner
  • Greet interview candidates and assist with application and reference check forms
  • Serve cold or hot beverages to guests
  • Assist visiting attorneys with requests such as secretarial support, car services, messenger services, and after-hours meal requests
  • Assist visitors to the conference center with light secretarial duties, i.e., printing, copying, faxing, etc. if necessary
  • Makes reservations for clients and other visitors as assigned (car service, hotel, restaurant, etc.)

Conference Center Space

  • Monitor visitor area for security and overall appearance
  • Maintains the reception area in a neat and clean manner at all times.

Administrative

  • Monitor #DA Reception mailbox for all general and conference center-related requests; execute requests accordingly or redirect to appropriate individuals (#DA Reprographics, #DA Tech, etc.)
  • Responds to email and office correspondence in a timely manner
  • Issues parking validation by logging in system accordingly and book cabs for visitors as needed
  • Directs incoming telephone calls and messages; promptly answers telephone calls to the main console and appropriately directs callers
  • Projects a professional, cheerful and helpful telephone demeanor
  • Perform basic record keeping duties
  • Control security access functions by verifying employee identification, issuing visitor passes, and by observing and reporting any unusual or suspicious persons or activities
  • Submit maintenance and after-hours’ requests to the building as needed
  • Performs other clerical duties, as assigned

Legal Secretarial (as necessary)

  • Place and receive telephone calls in a courteous, professional manner.
  • Photocopy, print, assemble and distribute requested prepared material.
  • Organize and maintain filing systems in accordance with Firm procedures and standards.
  • Coordinate travel arrangements.
  • Coordinate meeting arrangements.
  • Prepare daily time sheets for each requesting timekeeper.
  • Prepare and track expense reports and reimbursements.
  • Create and maintain computer address file.
  • Transcribe from dictation, drafts, handwritten notes, voice mail or oral instructions.
  • Proofread edited documents for accuracy, quality, grammar and overall content.
  • Compose routine correspondence for signature on own initiative and originate correspondence as directed.
  • Process information and distribute documents via scanning, e-mail, faxing and photocopying.

OTHER FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

  • Answer vendor inquiries and direct them to appropriate contacts and locations
  • Dispense drugs (aspirin, non-aspirin, antacids, Band-Aids, first aid cream and antiseptic spray) in appropriate situations
  • Any other functions/duties as assigned by management

Qualifications & Requirements

Education

  • High School diploma or equivalent required
  • Associates or Bachelor’s degree preferred

Work Experience

  • Two (2) years related experience required
  • Receptionist/administrative experience are preferred

Skills

  • Excellent telephone etiquette
  • Outstanding verbal communication skills
  • Punctuality and availability for work overtime; hours are Monday-Friday from 8:00 a.m. to 5:00 p.m.; with the potential to change
  • Ability to work with minimum supervision
  • Customer service driven
  • Ability to multi-task
  • Professional appearance
  • Ability to handle multiple tasks and ability to work under specific time constraints
  • Excellent written and oral communication skills
  • Proficiency in the use of software, including, but not limited to, Microsoft Office: Word, Outlook and Excel

WORK ENVIRONMENT

  • This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The www.kirkland.com job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.

Talemetry Abbreviated Job Desc

The Receptionist is responsible for greeting all K&E personnel, clients and guests; answering and directing all telephone calls, and maintaining a professional appearance of the reception area.

 
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