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.
POSITION SUMMARY
This role oversees and coordinates the daily operation of the reception/switchboard, conference rooms and catering functions of the office. Other responsibilities can include providing administrative and office services support, and performing any duties as assigned to assure continuity of office support for the location.
ESSENTIAL DUTIES
• Oversees and coordinates daily reception desk operations. This includes greeting and directing visitors ensuring appropriate security measures are taken (which can include the issuing of security passes and maintaining the firm's security pass register), and the timely and courteous answering of multi line switchboard system.
• Oversees and coordinates the activities of all location conference rooms. This includes but is not limited to scheduling of meeting facilities, coordination of food and beverages, ensuring ongoing cleanliness of facilities, monitoring temperature and lighting controls, and coordination of audio visuals. Depending on location needs, may provide specific audio visual support or may liaison with appropriate specialists for technology meeting needs.
• Oversees and coordinates food and beverage services for the office which can include a wide variety of needs and events ranging from simple kitchen supplies to significant catered event.
• Supervising staff to ensure client services functions are completed in a timely manner. This requires providing staff with regular feedback and can include assisting in completing their performance reviews.
• Where there is no dedicated Office Services team, this role may be responsible for ordering, tracking and maintaining inventories of office supplies, providing other clerical or office support duties.
• May act as the location emergency response leader which can include coordinating safety drills, maintaining safety procedures and, if required, safety and emergency equipment.
• Provides facilities support including moving of furniture and supplies, coordinating deliveries and freight services, setup/break down of meeting spaces and maintaining a clean, safe and professional office space.
• Oversees work schedules for assigned functions to meet firm needs with effective working relationships.
• May provide limited clerical support requiring general use of common software including but not limited to various scheduling software, Microsoft Outlook, Microsoft Word and Microsoft Excel.
• The daily make up of tasks change depending on location needs and/or specific projects. The position performs all duties required and assigned that would ensure efficient support to the lawyers and clients of the Firm.
ADDITIONAL DUTIES
• Participate in local and national team meetings
• Act as the firm's super-user for AMEX travel system – online management of the firm's travel and accommodation bookings
• Assist with ad hoc administrative and other tasks as required or requested by the Manager of Office Services and Facilities and/or Corporate Services Manager
EXPERIENCE SKILLS REQUIRED
• High School diploma or General Education Degree
• In addition to extensive customer service experience, this role requires at least two or more years of experience working in a client services/reception based role within a professional services or related office environment
• Takes a diplomatic approach when interacting with clients and staff, and maintains a high level of professionalism and professional dress at all times. Also has an understanding that this position often is the first point of contact for clients and visitors in person, telephonically or electronically.
• Requires basic proficiency with conference room scheduling software, Microsoft Office software inclusive of Outlook, Word, and Excel
• Requires basic proficiency of audio visual, telephone conferencing, computerized lighting/temperature control/window shade systems
• Requires proficiency with multifunction devices and other office equipment
• Ability to work independently and within a team
• Ability to effectively supervise others
• Ability to initiate, organize, prioritize and complete numerous tasks by deadline dates, ensuring exceptional customer service
• Excellent interpersonal skills required to work with a variety of personalities (both internal and external) to achieve successful collective outcomes
• Ability to establish and maintain effective working relationships with all contacts
• Ability to function effectively in confidential situations, to think clearly, to maintain complete confidentiality and to utilise prudent judgement and execute tactfully
• Ability to follow oral and written instructions
• Must possess a flexible approach to the work environment and be fully reliable both during and outside normal business hours to ensure functions of position are met
ADDITIONAL ABILITIES REQUIRED
• This job operates in an office setting, 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 is required.
• Requires lifting up to 40 pounds for movement and delivery of equipment, tables, files, etc.
• Frequently work in a fast paced environment with unscheduled interruptions
• Responsibilities may require adjusted work schedules, overtime and evening/weekend hours in order to meet firm needs
• Carries out responsibilities in an honest, ethical and professional manner
• Must observe confidentiality on all client matters and adhere to procedures and guidelines set by all departments of the Firm
Compensation Salary $55,356 - $83,042/ year
The compensation salary for this position will be determined during the interview process and will vary based on multiple factors, including but not limited to prior experience, relevant expertise, current business needs, and market factors.
ABOUT THE FIRM
K&L Gates is a fully integrated global law firm with lawyers located in more than 40 offices. 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 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.
Notice: We participate in E-Verify in certain Firm locations for purposes of verifying employment eligibility.
Please be advised that this position requires successful completion of a background check. In accordance with the Washington State Fair Chance Act, Los Angeles Fair Chance Ordinance, San Francisco Fair Chance Ordinance, the California Fair Chance Act, and applicable law qualified California and Washington State applicants with criminal history records will be considered. A criminal history will not categorically exclude a candidate from employment, and the Firm will consider relevant factors before making employment decisions based on criminal history information.
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
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 will not be influenced or affected by virtue of a person’s race (including traits associated with race, including hair texture and protective hairstyles such as afros, braids, locks, and twists), religion, creed, color, national origin, ancestry, citizenship, physical disability, mental disability, medical condition, genetic information, marital status, sex, pregnancy, childbirth, breastfeeding, gender, parental status, gender identity, gender expression, sexual orientation, age, familial status, domestic violence victim status, military and veteran status, or any other characteristic protected by applicable federal, state, or local 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 prohibited harassment of any kind including, without limitation, that which is based on sex, race, age, disability, ethnic background, or any other category protected by law (including the categories listed above). The Firm complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please contact [email protected].
