Firm Information

Reed Smith is a global relationship law firm with more than 1,700 lawyers in 30 offices throughout the United States, Europe, Asia and the Middle East.

Founded in 1877, the firm represents leading international businesses, from Fortune 100 corporations to mid-market and emerging enterprises. Its lawyers provide litigation and other dispute resolution services in multi-jurisdictional and other high-stakes matters; deliver regulatory counsel; and execute the full range of strategic domestic and cross-border transactions. Reed Smith is a preeminent advisor to industries including financial services, life sciences, health care, advertising, entertainment and media, shipping and transport, energy and natural resources, real estate, manufacturing, technology, and education. For more information, visit reedsmith.com.

Position Summary

The Receptionist will be responsible for overseeing all aspects of Guest Services. Located in the main reception areas, Guest Services staff are the first point of contact for clients, recruits, and personnel and are responsible for making them feel comfortable and welcome, directing them to their appointments, and meeting and assisting them during their stay. This will interact closely with attorneys, secretaries, and other staff on coordination of client and visitor appointments, particularly when utilizing the reception and conference rooms. This position is a dynamic, customer-facing role and requires a highly-motivated individual with strong communication skills, a great customer service attitude, and willingness to take on new projects and learn new skills.

Essential Functions

Reception, Lobby Services, and General Hospitality

• Create and maintain a welcoming environment by greeting and assisting all visitors and Reed Smith personnel in the conference center.
• Answer telephones in a friendly, professional manner, taking accurate messages and appropriately handling or referring questions and requests.
• Follow established procedures with regard to both expected and unexpected arrivals.
• Confirm room reservations and bookings.
• Assist guests with light photocopying, printing, scanning, facisimile, etc.
• Handle car service requests for visitors and personnel.
• Send e-mails to the Austin Managing Partner announcing guests from any of the other Reed Smith offices.
• Deliver a high level of concierge resource and services to guests, including dining recommendations and reservations, finding their temporary/visitor offices, locating amenities within the building, facilating communication and transportation assistance, and providing community retail, neighborhood amenities, and organizational information. Update and maintain supply of restaurant, hotel, transportation, and entertainment guides.

Facilities Services

• Thoroughly understand Firm’s emergency procedures and be prepared to carry out designated tasks in the event of a fire or other emergency.
• Maintain the attractive, neat appearance of the Reception areas, keeping newspapers and periodicals in order, etc.
• Conduct daily walk-through of the lobbies and conference room space to ensure safe, clean, and organized facilities. Serve as emergency floor warden and receive training in emergency procedures.
• Assist Operations Supervisor and Business Manager as necessary.
• Update floor map and phone list for Austin office.

Meetings and Conference Rooms

• Make conference room reservations via EMS scheduler system.
• Ensure IT and catering are set-up as requested.
• Manage conference room bookings and escalate scheduling conflicts as needed to the operations supervisor.
• Advise appropriate staff members of changes in meeting room status, special requests, etc.
• Proactively track conference room usage to ensure rooms are set-up and cleaned up before and after use.
• Assist regional operations manager in tracking catering supplies and make necessary order requests.
• Assist with meeting and event coordination to include placing catering orders, greeting guests upon arrival, assisting with food and beverage set-up and clean up.

Administrative Duties

• Work with conference room management/booking systems and troubleshoot a wide variety of requests and situations, both for guests and for members of the Firm.
• Revise office newsletter to reflect happenings for the week.
• Perform general office administrative tasks such as creating word documents, spreadsheets, publications, and signage.
• Assist with processing expenses.
• Other duties as assigned.

Requirements

Education: High school diploma required.

Experience: Two years experience in a business or professional services environment.

Skills: Strong customer service skills. Ability to multi-task and adapt to change in a fast-paced environment. Excellent communication skills in person, over the phone, and in writing. Strong organizational and problem soliving skills required. Working knowledge of Microsoft Office (Outlook, Word, Excel, and PowerPoint). Attention to detail.

Other

Supervisory Responsibilities: None

Equipment To Be Used: Personal computer and other office equipment such as telephone, typewriter, calculator, fax machine, duplicating machine and so on.

Typical Physical Demands: Sitting, standing, bending, stooping, and reaching. Frequent lifting up to 20 pounds. Manual dexterity sufficient to operate standard office machines.

Typical Mental Demands: Able to deal with stress associated with fast-paced work environment. Multiple priorities/tasks. Make judgment decisions and adapt to changing work situations. Grasp and apply new ideas. Communicate with various personalities at all levels.

Working Conditions: Works in a typical office setting. Occasionally called upon to work overtime.

Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401 (k) plan.

Reed Smith is an Equal Opportunity Employer. Reed Smith's success depends heavily on the effective utilization of qualified people, regardless of their race, ancestry, religion, color, sex, age, national origin, sexual orientation, gender identity and/or expression, disability, veteran's status, or any characteristic protected by law. As a firm, we adhere to and promote equal employment opportunity for all.

Reed Smith provides reasonable accommodations for persons with disabilities, including in the application and interview process.

Qualified candidates only. No search firms.