Receptionist

at  Haynes and Boone LLP

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.
Haynes and Boone’s London office has more than 30 transactional and dispute resolution lawyers with deep industry knowledge and strong commercial sense. Our core strengths are in corporate, energy, finance, international dispute resolution, and shipping, and we partner seamlessly with our colleagues across the firm to serve clients worldwide. To accommodate our growth in London, we relocated in 2019 to a larger office at 1 New Fetter Lane in the heart of the legal district. Our strong presence in London allows us to link clients operating in the world’s interconnected energy and finance markets. Our office is recognised in the legal directories Chambers and Partners UK (Chambers and Partners) and Legal 500 UK (Legalease) for its areas of focus. Our talented team is fluent in 14 languages and provides clients with broad English law capabilities. We are committed to having a diverse workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.
This non-exempt position provides effective client service, hospitality, and general office support with a variety of clerical tasks. The receptionist will be responsible for answering incoming calls, determining nature of calls, and directing callers to appropriate destination. Individual will also greet and direct clients and visitors upon entering the office and handle parking validations.

Essential Duties

• Professionally answer and direct all incoming calls. Respond in a timely manner to all phone calls, e-mails and written correspondence;
• Assist and greet internal/external clients in a professional and hospitable manner and direct guests to the appropriate location within the Firm;
• Provide general information and validate parking for clients;
• Remain aware of location of office personnel for the purpose of transferring calls or relaying messages;
• Responsible for general up keep of reception area;
• Assist with scheduling of visiting attorney offices and conference rooms;
• Provide assistance to ensure that last minute changes are communicated to all appropriate departments and update room reservation(s) when necessary.
• Coordinate arrangements for office functions and client and firm-related meetings.
• Maintain office extension list, office map and Office Administrative Manual.
• Forward Building Updates from Building Management to office personnel.
• Work with the OA/OS to maintain ongoing relations with building management.
• Coordinate light bulb replacement and other office maintenance with building management.
• Maintain and assign security access/parking cards.
• Assist with coordinating special events (Staff Appreciation Day, Thanksgiving Lunch, Holiday Party) and gifts (get well, new baby, sympathy, etc.).

Other Duties

• Type memos, correspondence, and other documents. May also assist with photocopying, electronic filing, and collating;
• Maintain general log of personnel and visitors in the office;
• Open and close reception area (e.g. locking doors, turning off lights, etc);
• Perform other related duties as needed or assigned.

Reporting Relationship
The Receptionist reports directly to the Office Administrator or Office Supervisor.
Qualifications
Knowledge/Experience
The Receptionist position requires two to five years of customer service or related experience. Must have experience working in an Office environment, and intermediate knowledge of computer and e-mail systems, specifically the Microsoft Office Suite (Word, Excel, Outlook). Should also have general knowledge on telephone etiquette. Experience managing a multi-line telephone system is important.
Skills
The Receptionist position requires typing of 50+ WPM. Excellent verbal and written communication skills, organizational skills, and customer service driven are essential. Ability to multi-task, professional presentation and appearance, punctuality, and ability to work independently on assigned tasks as well as to accept direction on given assignments are also required.
Education
High school diploma or equivalent required.
Physical Demands
Must be able to move around the office up to 15% of the time to make copies, fax, file, etc. Remains stationary at least 85% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with the Firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 80% of the time.
Working Conditions
Office environmen

Essential Duties

• Professionally answer and direct all incoming calls. Respond in a timely manner to all phone calls, e-mails and written correspondence;
• Assist and greet internal/external clients in a professional and hospitable manner and direct guests to the appropriate location within the Firm;
• Provide general information and validate parking for clients;
• Remain aware of location of office personnel for the purpose of transferring calls or relaying messages;
• Responsible for general up keep of reception area;
• Assist with scheduling of visiting attorney offices and conference rooms;
• Provide assistance to ensure that last minute changes are communicated to all appropriate departments and update room reservation(s) when necessary.
• Coordinate arrangements for office functions and client and firm-related meetings.
• Maintain office extension list, office map and Office Administrative Manual.
• Forward Building Updates from Building Management to office personnel.
• Work with the OA/OS to maintain ongoing relations with building management.
• Coordinate light bulb replacement and other office maintenance with building management.
• Maintain and assign security access/parking cards.
• Assist with coordinating special events (Staff Appreciation Day, Thanksgiving Lunch, Holiday Party) and gifts (get well, new baby, sympathy, etc.)

Other Duties

• Type memos, correspondence, and other documents. May also assist with photocopying, electronic filing, and collating;
• Maintain general log of personnel and visitors in the office;
• Open and close reception area (e.g. locking doors, turning off lights, etc);
• Perform other related duties as needed or assigned