Receptionist - Mon - Fri 8am-5pm
Williams Lea

Job Info

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Williams Lea is hiring for a Receptionist to work in our Chicago office Monday to Friday 8:00 am to 5:00pm!

Pay: $20.00 -$21.00 hourly

Benefits:

• Various health insurance options & wellness plans (Medical, Dental, Vision, Prescription Drug)
• 401k Retirement Savings Plan Including Employer Match
• Paid Time Off (PTO)
• Life Insurance
• Paid Parental Leave
• Short-term & Long-term Disability
• Healthcare & Dependent Care Flexible Spending Accounts
• Domestic Partner Coverage
• Commuter Benefits
• Legal Assistance
• Employee Assistance Program (EAP)
• Additional Employee Perks and Discounts
• Monthly/daily parking discount to Millennium parking garage

The front desk/administrative assistant for Global Law Firm. You will be the first point of contact for our guests. Additionally, this position provides a broad range of support for the Director of Administrative Services.

Essential Duties:

• Greets visitors and guests - direct them to the appropriate staff member.
• Performs scheduling tasks including: A/V, reserve conference rooms and tele-conference services and assemble attendee packets.
• Maintains guess list and assist with building access cards
• Collects and reconciles reimbursement requests for payments.
• Responds to telephone and electronic communications.
• Performs word processing, photocopying, faxing, data entry, and other administrative duties as assigned.
• Able to assist in catering, help setup and clean up before and after events.
• Check conference room and meeting scheduler throughout a shift and make note of any changes to ensure meetings are set up accurately.
• Make conference room, catering, hoteling office and visitor office reservations using reservation software and calendars.
• Reserve and manage hoteling office spaces and re-set hoteling offices in between use.
• Assist clients with finding an appropriate meeting room, office, or resource, arranging alternatives, and negotiating with other parties as required to find a solution for all parties.
• Answer incoming calls received on a multi-line phone system, in a cordial, professional, and timely manner. Transfer calls to appropriate individuals.
• Communicate with supervisor or client on meeting request concerns or deadline issues.
• Work with onsite team to plan catering for meetings and events.
• Ensure service requirements are accurately captured in the scheduling system (ManhattanOne) for events and meetings.
• Work with team to ensure conference rooms are setup according to client's request, including audio/visual equipment, food, beverages, utensils, ice, etc.
• Assist with clean up and re-set conference rooms after use as needed.
• Light housekeeping duties such as wiping down counters and door handles, clearing conference rooms and maintaining kitchen areas.
• Ensure Conference Rooms and hoteling offices are well maintained and ready for upcoming reservations; report any issues to the appropriate department.
• Handle light administrative duties including expense reimbursements and miscellaneous projects as assigned by management
• Handle sensitive and/or confidential documents and information.
• Manage visitor card keys and parking validations and keep records/logs as required.
• Coordinate or produce copy, print, and scan requests (conference guests) based on requestor specifications and requested deadline using provided MFD equipment.
• Monitor facilities and request maintenance services on the 50th where needed.

Required Skills and Qualifications:

• Minimum of two years of experience working as an administrative assistant.
• Proficient utilizing Microsoft Office programs (Outlook, Excel, and Word)
• Excellent organizational skills including ability to prioritize and coordinate multiple tasks.
• Excellent written and verbal communication skills including professional phone etiquette.
• Excellent interpersonal skills with the ability to effectively interact with internal and external business partners and staff at all levels.
• Able to coordinate several projects to a successful completion with little or no supervision.
• Responds promptly to shifts in direction, priorities and schedules.
• Uses sound judgment and problem resolution skills, often makes decisions in supervisor's absence.
• Able to assist in catering, help setup and clean up before and after events.
• Check conference room and meeting scheduler throughout a shift and make note of any changes to ensure meetings are set up accurately.
• Make conference room, catering, hoteling office and visitor office reservations using reservation software and calendars.
• Reserve and manage hoteling office spaces and re-set hoteling offices in between use.
• Assist clients with finding an appropriate meeting room, office, or resource, arranging alternatives, and negotiating with other parties as required to find a solution for all parties.
• Answer incoming calls received on a multi-line phone system, in a cordial, professional, and timely manner. Transfer calls to appropriate individuals.
• Communicate with supervisor or client on meeting request concerns or deadline issues.
• Work with onsite team to plan catering for meetings and events.
• Ensure service requirements are accurately captured in the scheduling system (ManhattanOne) for events and meetings.
• Work with team to ensure conference rooms are setup according to client's request, including audio/visual equipment, food, beverages, utensils, ice, etc.
• Assist with clean up and re-set conference rooms after use as needed.
• Light housekeeping duties such as wiping down counters and door handles, clearing conference rooms and maintaining kitchen areas.
• Ensure Conference Rooms and hoteling offices are well maintained and ready for upcoming reservations; report any issues to the appropriate department.
• Handle light administrative duties including expense reimbursements and miscellaneous projects as assigned by management
• Handle sensitive and/or confidential documents and information.
• Manage visitor card keys and parking validations and keep records/logs as required.
• Coordinate or produce copy, print, and scan requests (conference guests) based on requestor specifications and requested deadline using provided MFD equipment.
• Monitor facilities and request maintenance services on the 50th where needed.

Who we are: In a rapidly changing world, the ability to innovate and break new ground drives progress. Williams Lea has harnessed this ability for more than 200 years.

Our 5,200+ talented employees worldwide are experts in delivering efficient business processes in complex and highly regulated environments.

We're always progressing. Connecting technology with expertise and strong processes to transform support services. As we enter our third century, we continue helping businesses thrive in a future driven by digitization and virtualization.

It is the policy of Williams Lea to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, religion, national origin, alienage or citizenship status, age, sex, sexual orientation, gender identity of expression, marital or domestic/civil partnership status, disability, veteran status, genetic information, or any other basis protected by law.

Williams Lea is a drug-free workplace and performs pre-employment substance abuse testing.

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