Cooley is seeking a Receptionist to join the Palo Alto office.
Position summary: The Receptionist will provide professional and personable point of contact support to clients and visitors of the Palo Alto office of Cooley LLP. The receptionist will focus on establishing effective work relationships with clients, attorneys and staff and providing exceptional customer service. The receptionist will assign visitor office space, maintain and update chart of all office assignments. In addition to greeting guests, answer and direct 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, other departments, as appropriate to ensure that all requests for space, catering and AV/IS equipment are managed well and services are provided seamlessly. Specific duties and responsibilities include, but are not limited to the following:
Position responsibilities:
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Answer the telephone and take complete and accurate messages for attorneys/staff/clients or direct caller to voice mail, when appropriate
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Greet, announce and log in all visitors. Collect information to register visitors, input information and send email confirmations
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Schedule visiting offices and coordinate with Guest Services Manager to assign administrative support, when needed
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Responsible for Daily visitor list
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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
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Maintain Meeting Room Manager Scheduling (EMS) for conference rooms. Work closely with the Guest Services Manager and Information Services (IS) teams to ensure meetings run smoothly. Respond promptly to conference room requests or questions, providing excellent customer service when resolving issues
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Direct people with a positive attitude
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Be aware of firm personnel coming and going. Create, propose, and utilize systems to carry out this task in an efficient manner. Inform relief receptionist of lawyer and staff whereabouts during the day
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Direct inquiries from clients, guests and employees who reach out to Facilities, and Guest Services team, where applicable
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Call for taxis as needed and issue taxi vouchers. Maintain taxi record log
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Greet and record/log visiting attorneys and personnel from other Cooley offices and inform IS and Office Services staff of visitors
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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
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Where applicable, work with Guest Services Manager for resolution when schedule conflicts arise
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All other duties as assigned
Skills and experience:
Required:
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After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
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Available to work overtime, as required
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Familiarity with making international and long-distance calls to enable the receptionist to assist clients, guests or firm personnel
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Prior customer service or receptionist experience
Preferred:
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College degree
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Prior concierge experience
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Previous law firm experience
Competencies:
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Excellent telephone skills
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Detailed-oriented and adaptable
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Punctual
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Pleasant and professional demeanor with clear speaking voice and excellent spoken and written command of English
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Excellent verbal, written, organization, computer, and interpersonal skills
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Ability to maintain confidentiality
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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
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Excellent problem-solving abilities
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Reliable and cooperative manner
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Team player
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Ability to prioritize and handle multiple tasks simultaneously.
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Ability to work well under pressure within a deadline-driven environment
Reporting to this position: No direct reports.
Physical demands and work environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical demands:
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The employee is frequently required to access, input and retrieve information from a computer to produce typed copy, free of errors, without the assistance of another person
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The employee is regularly required to read, speak, hear and communicate clearly and effectively
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The employee is frequently required to stand; walk; sit; reach with arms and hands; lift and move small objects; and use hands to keyboard, finger, handle or feel
Work environment:
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This job operates in a professional office environment and uses standard office equipment that includes, but is not limited to, computers, telephones, multi-function devices (print/copy/scan), books and files
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While performing the duties of this job, the employee may be exposed to various components of an office environment such as florescent lighting, pollen, dust, recycled air, VDTs, semi-enclosed areas, central heating and air conditioning and office noise
Safety expectations:
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Exercise care in the course of work to prevent injuries to oneself and co-workers
Diversity, equity and inclusion statement: We strive to create an inclusive and rewarding environment that allows our people to thrive both professionally and personally. In order to provide equal employment and advancement opportunities to all individuals, employment decisions at the firm will be based on merit, qualifications and abilities. The firm does not discriminate in employment opportunities or practices on the basis of race, color, religion, national origin, ancestry, gender, sex, gender identity, gender expression, age, medical condition, sexual orientation, sexual preference, marital status, citizenship, pregnancy, childbirth or related medical condition, physical or mental disability, genetic characteristics, veteran status or any other status or characteristic protected by federal, state or local laws. This policy governs all aspects of employment, including but not limited to, recruitment, selection, job assignment, compensation, discipline, promotion, termination and access to benefits and training.
General sign-off: Specific duties for this position will be assigned; the requirements may vary from time to time, depending on the needs of the firm. In addition to being able to perform the physical demands, a Cooley LLP employee will be required to meet personal and education, physical, medical, safety and other requirements established by the firm for this position.
Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.
EOE.
The expected hourly pay range for this position with a work schedule of 40 hours per week is $27.00 - $33.00 ($56,160.00 - $68,640.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.
We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off (“PTO”) and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.