New York - Administrative Receptionist

A BOUT US

At Winston Taylor, we set the standard, together.

Winston Taylor is a transatlantic law firm built for the businesses, people, and markets driving capital and innovation. Here, you're in the room. In the action. Sleeves rolled up. You'll work with leading clients. Disruptors. Fast-growth companies. And help them to stay one step ahead of the moment and make critical decisions that shape their future. We're present in the U.S., U.K., Europe, Latin America, and the Middle East, combining the scale and speed that clients demand. You'll be trusted with real responsibility from the outset and build experience through hands-on work. We take your progression personally. We provide the platform. You shape the work around your goals and aspirations. Step into the moments that matter. Join Winston Taylor.

Position Summary

Perform all functions related to receiving calls, clients, vendors and deliveries and direct them to appropriate individuals(s) within the firm according to established policies and procedures. Manage visitor and conference room requests. Provide administrative assistance to attorneys, management, and other departments as noted specifically in job description. Maintain contact with attorneys, staff, clients and observe confidentiality of client and firm matters.

Duties And Responsibilities

• Greet and welcome clients and visitors, call to announce their arrival and direct such parties in accordance with firm policies and notify supervisor of difficult situations.
• Maintain positive and professional manner when dealing with internal and external clients. Adhere to professional standards in appearance and dress.
• Provide administrative support to operations and facilities. Responsibilities include processing invoices for payment in the firm’s accounts payable system, scheduling conference rooms and services, and other tasks requested by the Operations Manager.
• Respond to all Concierge inquiries and direct to appropriate departments or persons for fulfillment.
• Answer incoming external and internal calls. Provide information and assistance as appropriate.
• Pre-register guests and ensure the security of the workplace by notifying Building Security or supervisor of unwanted guests in the firm. Provide clearance for non-registered guests as appropriate.
• Assign visitor offices and inform Facilities for name plate purposes; update any changes in the visitor list.
• Book and confirm conference rooms for internal and external clients, including food and refreshment orders and additional IS requirements, using the firm’s booking system. Ensure catering orders are priced correctly per the current fee schedule.
• Prepare a weekly look-ahead and daily list of meetings and food requirements.
• Prepare a weekly recap of catering chargebacks and send reports to Accounting for journal entries. Maintain records of chargebacks for reconciliation purposes.
• Monitor conference room activity and communicate with appropriate departments to facilitate restocking and daily clean-up.
• Notify Conference Room Services, Operations, and IS Support with any modifications or cancellations of reservations.
• Seek approval from the Managing Director of Administration or Regional Office Administrative supervisor for non-billable reservations and/or extended reservations per guidelines.
• Resolve potential conference room conflicts by contacting appropriate parties; advise manager of potential issues as they may arise.
• Administer NY office floor plans and phone directory, updating and distributing as needed.
• Manage office security system and distribution of building access cards. Order new and replacement access cards.
• Manage business card and stationery orders for the NY office.
• Manage car service VIP lists with four car companies by requesting cards for new hires and keeping lists current. Order car services upon request.
• Manage Seamless (food ordering system) account by adding new hires and deleting terminated employees.
• Provide administrative assistance to attorneys and practice coordinators, including printing documents, emails, scanning, faxing, minor edits to documents, and FedEx labels.
• Assist Business Development and Attorney Recruiting departments with preparations for client and attorney receptions and special events, as requested.
• Work overtime when necessary; be flexible with work schedule.
• Arrange car service reservations for clients and attorneys.
• Complete various administrative projects as assigned.
• Maintain neatness of lobby and reception area.
  
  

Basic Qualifications

• High school diploma or GED equivalent required.
• 1 years of receptionist or administrative experience working in a law firm or corporate environment required.
• This is an in-office role and will be expected to be in office 5 days per week.
  
  

COMPETENCIES

• Proficiency in Microsoft Office Suite.
• Interpersonal skills are necessary in order to communicate by telephone and in person with visitors, attorneys and staff to provide information with ordinary courtesy and tact.
• Oral, written and visual communication skills to convey understanding.
• Ability to remain pleasant and accommodating at all times. Work occasionally requires a high level of mental effort and strain when answering a high volume of telephone calls and performing essential duties.
• Experience with automated telephone and office directory systems.
• Ability to solve problems by choosing among clear-cut alternatives.
• Ability to handle telephone calls and visitors, lift small delivery packages, operate telephone equipment and record messages.
• PC skills to use internet, building security software, computerized office directory and electronic mail.
• Ability to work in a team environment.
• Work occasionally requires irregular hours and/or more than 35 hours per week to perform essential duties of the position.
  
  

Benefits

Winston offers comprehensive benefits that provide a full spectrum of coverage and support for our full-time employees and their families. Additional information about benefits and rewards can be found here .

SALARY

New York based applicants only: The target annual salary range for this role is currently $56 ,000 - $63,000 based on a regular, full-time schedule. The amount of compensation offered will be determined by several factors, including but not limited to experience, qualifications, market data and internal equity. To tal compensation includes a comprehensive healthcare benefits package, yearly retirement contribution, and may include an annual discretionary merit bonus.

We are an equal opportunity employer and welcome applicants from all backgrounds and experien ces.