Receptionist

HireTalent

🇯🇵 Japan

Hybrid

2 months ago

FLSA
MS Office
Outlook
Avaya

2 months ago

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Position Title: Receptionist
Department/Practice Group: Receptionists
Reports To: Designated Supervisor (varies by office)
FLSA: Non-Exempt
EEO Classification: 50
AAP Classification: 5C
Census Code: 540
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GENERAL PURPOSE OF THE POSITION
Working under general supervision, the primary responsibilities of the Receptionist include,
but are not limited to: answering and directing telephone calls; meeting, greeting, assisting
and interacting with clients, vendors, Morgan Lewis personnel, job applicants and all other
guests; and responding to requests for general Firm information. Depending on the office, the
Receptionist may be responsible for conference room coordination.
PRIMARY FUNCTIONS AND RESPONSIBILITIES
Reception
 Answers and directs all incoming calls (internal and external), by operating a multiple
line switchboard
 Ascertains appropriate resources when caller’s contact person is unavailable
 Aids when caller has limited information
 Greets and assists clients and other visitors.
 Maintains visitor log
 Ensures reception area is well maintained and has a professional appearance
 Reports general maintenance issues to the appropriate office or building services
personnel
 Accepts, signs and logs all incoming mail and deliveries. Evaluates the priority
and assures delivery on a timely basis.
 Possesses knowledge and understanding of current Firm procedures regarding
documents served by the Courts and handles appropriately
 Provides a variety of administrative and clerical duties as necessary (e.g., prints
documents and air line tickets, makes copies, calls notaries, contacts travel
department, etc.)
 Demonstrates understanding of Firm’s emergency procedures i.e., fire, shelter-in-place, 911
calls and is able to respond appropriately in an emergency
 Reserves visitor rooms, arranges transportation and other services, as needed.
 Submits visitor names to building security
 Maintains building access and property pass systems; distributes cab vouchers
 Assists others with placing international calls (internally)
Conference Room Coordination
 Coordinates all room reservations or conference room needs at this location.
 Monitors conference room occupants and activity for any needs.
 Schedules internal and attorney/client meetings.
 Interacts with Audio Visual for special equipment needs.
 Works with Facilities for special room setup and breakdown.
 Coordinates vendors for food and beverage requirements.
 Double checks room reservation calendar to ensure no room duplication exists.
 Tracks room usage by client matter number for billing purposes and return of abandoned
possessions.
 Opens e-mails daily and send confirmations for every room request.
 Recognizes when priority situation needs special accommodation and involves a room
change.
 Books multiple recurring meetings for the year (recurring weekly, monthly or yearly).
 Answers all calls and addresses emergency room requirements on a daily basis.
 Screens unauthorized personnel entering the conference area and knows firm’s policies
for floor access for non-employees.
 Possesses knowledge of firm policy regarding security after hours at the Conference
Center.
 Orders stationary supplies i.e., directions, job applications, forms, etc.
 Resolves and/or escalate equipment issues
 Performs general administrative and clerical duties, as necessary.
SUPERVISORY RESPONSIBILITIES: none
EDUCATION AND EXPERIENCE
This job requires a high school diploma, or equivalency and, minimum of 5 years of work
experience. One (1) year of receptionist experience or, equivalent combination of education
and experience.
OTHER QUALIFICATIONS AND REQUIREMENTS:
To perform the job successfully, an individual must demonstrate the following knowledge
skills and abilities:
 Technical Skills
 Teamwork
 Professional demeanor
 Organizational skills
 Written and oral communication skills – English & Japanese
 Attention to detail, including neatness and accuracy
 Ability to interact effectively with all personnel, clients, visitors, vendors, etc.
 Ability to follow instructions and procedures and to work under minimal
supervision
 Ability to exercise discretion and judgment
 Ability to prioritize multiple tasks
 Ability to work well under pressure
 Ability to adapt to change and balance competing demands
 Ability to read and comprehend simple instructions, brief correspondence and memos.
Ability to write simple correspondence. Ability to effectively present routine
information in one-on-one or small group situations.
 Basic arithmetic skills (add, subtract, multiply, divide all units of measure)
 Ability to carry out detailed, but uninvolved written or oral instructions and deal with
problems in routine situations
COMPUTER SKILLS
To perform this job successfully, an individual must have a basic knowledge of office
equipment and be proficient in the following software:
 Document Management: MS-Office Word

 Communications: Outlook eMail, Office Communicator,
Internet Explorer, Avaya, SoftConsole, Resource
Scheduler
CERTIFICATES, LICENSES, REGISTRATIONS: none required
PHYSICAL DEMANDS
 While performing the duties of this job, the employee is regularly required to sit and may
occasionally be required to move about. The employee is also regularly required to use a
computer, involving substantial movements of the wrists, hands and fingers. The
employee is also required to regularly communicate with others.
 Specific vision abilities required by this job include: close vision and ability to adjust
focus.
WORK ENVIRONMENT
 The noise level in the work environment is usually moderate.
 This job may require occasional overtime.

Receptionist · HireTalent

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