Receptionist

About Mayer Brown:
Mayer Brown is a leading international law firm, representing major corporations, funds, and financial institutions worldwide. Renowned for our strategic approach, commercial insight, and commitment to delivering excellence, we are dedicated to supporting our clients through complex transactions and disputes. We are a collaborative, diverse, and highly supportive environment that fosters growth and enables our team to reach their fullest potential while embodying our principles of excellence, strategic partnership, and innovation.

Role Summary:
As a Receptionist in our Conference Services Department, you’ll be the first point of contact for clients, personnel, and visitors, ensuring a welcoming and professional environment. This role requires strong customer service skills, attention to detail, and the ability to manage front desk responsibilities, coordinate conference services, and collaborate with other departments, including Food Services and IT, to meet our Firm’s high standards.

Key Responsibilities:

• Conference Room Management: Assists with booking, scheduling, and reserving conference rooms and event spaces using firm-designated systems, ensuring that all amenities are prepared in advance.
• Front Desk Operations: Opens and manages the reception area, directing guests to the appropriate meeting rooms, performing quality control inspections, and providing necessary assistance and information.
• Client Support: Offers refreshments, updates, and assistance to enhance the client experience.
• Equipment and IT Knowledge: Maintains an understanding of audio-visual equipment and IT capabilities across conference rooms.
• Database Maintenance: Updates and maintains the NFS Rendezvous database, coordinating with Food Services, IT, and Operations for smooth and accurate conference room management.
• Vendor Coordination: Coordinates with vendors and internal teams on repairs, maintenance, and guest keycard management.
• Guest Registration: Registers all guests in the iVisitor system and manages calls, inquiries, and emails, providing prompt follow-up.
• Additional Administrative Support: Assists with processing invoices, organizing the reception area, and performing other tasks as required.

Qualifications:

• Education: High School Diploma or GED; some college or a college degree is preferred.
• Experience: Previous experience in Conference Services; law firm experience is preferred but not required.
• Technical Skills: Proficiency in Microsoft Office, Outlook, and conference booking software. Ability to operate office equipment (multi-line phones, printers, computers).
• Customer Service: Strong communication skills, with a focus on delivering exceptional client service. Ability to anticipate client needs and maintain a professional demeanor.
• Organizational Skills: Exceptional attention to detail, multitasking abilities, and strong organizational skills.
• Performance Traits: Proactive, self-starter, strong initiative, and capable of strategic thinking and problem-solving. Able to work under pressure and manage shifting priorities with confidentiality and discretion.