Receptionist

Description & Requirements

The Receptionist will run the continuous management of our premises spaces for visitors, including meeting and conference rooms, visitors' offices, catering services, and travel and lodging assistance. The role-holder will support day-to-day client-attorney activities such as meetings, social events, conferences, seminars, lunches, and other typical interactions that a law firm offers. They will offer the warm and professional hospitality expected by our guests when visiting, ensuring the Office's first impression and image towards clients, guests, and visitors reflects our standards.

The Receptionist serves as a point of contact for attorneys and business professionals seeking assistance during meetings and events held in the office. Therefore, this position requires strong communication and collaboration skills to support office activities.

Main responsibilities:

• Greet visitors at the office, such as clients, lateral candidates, and other guests
• Support other facilities' function (e.g., Mail Room and Back Office Services) with the inter-office courier to and from the other offices
• Attend and discharge personnel from all government and judicial instances that serve notices, communications and subpoenas related to our clients; is responsible as first contact to trigger protocol for attorneys and others to be promptly notified when these arrive
• Manage the incoming and outgoing of courier: DHL, UPS and FedEx from clients and suppliers
• Answer and manage incoming calls through the main switchboard
• Manage all incoming mail and correspondence
• Manage the booking of meeting and conference rooms, as well as visitors' offices
• Keep a daily log of calls, mail, courier, correspondence, visitors (everything that lands on the reception desk)
• Supervise the overall good appearance around the main reception hall, meeting-conference rooms, and visitors' offices
• Provide direct support to the Office Administrator in submitting, tracking, and following up on operational expenses within the P2P processes, occasionally and from time to time
• Guard and maintain the office's first aid kit supply
• Serve as the first point of contact for helping visitors with travel and lodging last-minute arrangements

Skills and experience:

• High drive, organization, follow-through and communication: Able to carry out multiple tasks at the same time in an orderly and organized manner, knowing how to prioritize the projects under your responsibility, keeping a continuous follow-up of the progress and achievements obtained, communicating promptly and clearly with the different reporting lines
• Supremacy and taste for excellence in customer service: Must have a passion for helping others, be an excellent communicator, responsive, and a team player
• Operational: Attracted to constant operational activity, likes to work as part of a team to assist in achieving objectives, and is particularly involved in the details of rendered services
• Discipline, honesty and transparency: Naturally adheres to rules; Is careful to maintain order in the service areas in their charge and is clear in communicating any contingencies in their work
• Technology: General computer skills, including the use of Microsoft Office applications (Word, Excel, etc.)
• Office Equipment: Can operate general office equipment, e.g., multifunctional machines for printing, photocopying, scanning, and document binders
• Communication: Fluency in English is required, with strong telephone communication skills.

Reports to:
Office Manager/Administrator

Position type:
In Market

Development framework:
Business Support

About us

At Baker McKenzie we are different in the way we think, work and behave. With our team of 13,000 people, including over 6,500 locally admitted lawyers, in over 70 offices worldwide, we have a passionately collaborative community of 60 nationalities and are committed to world-class career development to everyone in every job at every level. Baker McKenzie can offer you both the uncompromising commitment to excellence expected of a top firm paired with a passionately global and genuinely collaborative working environment.

Additional Information

Baker McKenzie is an Equal Opportunity Employer. We are committed to promoting diversity and inclusion for all. Our unique international culture is reflected in the drawing together of a worldwide family of individuals from diverse cultures and backgrounds in all of our offices. We encourage the best people - regardless of race, religion or belief if any, gender, gender identity, disability, sexual orientation or age - to fulfill their professional aspirations with us. We are committed to ensuring an inclusive and accessible experience for all candidates.