Receptionist

This full-time non-exempt position provides exceptional client service, hospitality, office support and reception coverage for the office.

At Haynes Boone, we believe great work starts with supporting our people. That is why we offer a comprehensive benefits package designed to support employees’ health, well-being, and financial security, including medical, dental, and vision coverage, retirement savings opportunities, paid time off and holidays, disability and life insurance, and access to wellness and employee assistance resources. Eligible employees may also take advantage of flexible spending and health savings accounts, family and medical leave programs, and professional development support. We are committed to fostering a workplace where employees feel valued, supported, and empowered throughout their careers. Additional benefit details and eligibility information will be shared during the hiring process.

Essential Duties:

• This position assists attorneys and professional staff with day-to-day operational needs, while covering the reception desk and maintaining a professional upbeat energy.

• Ability to focus on and provide strong client relationship skills which will ensure delivery of an excellent experience on each internal or external client interaction.

• Anticipates office daily needs.

• Ability to spot opportunities for improvement and in streamlining processes.

• Responsible for answering incoming calls, determining nature of calls, and directing callers to appropriate party and field/answer all routine and non-routine questions.

• Greet and direct clients and visitors upon entering the office and escort them to the appropriate space in the office, as well as assign and log visitor badges.

• Work closely with the Legal Administrative Assistant (“LAA”) on many office responsibilities and be the office contact when the LAA is out of the office or unavailable.

• Coordinates and/or performs all general office and logistic supply purchasing activities.  Anticipates office daily/weekly needs.  Will be responsible for stocking and maintaining kitchen and copy room supplies, including but not limited to, placing water bottles and sodas in the refrigerator, restocking snacks daily, and keeping an inventory of back-up items so as not to run low or completely out of items.  Will also be responsible for ordering Firm logoed items through the appropriate vendor.

• Ability to handle unexpected challenges like last-minute changes, unforeseen problems, and urgent demands and find innovative solutions to resolve them quickly and efficiently.

Accounting:

• Assist the LAA in submitting office-related invoices through Emburse Enterprise.

Administrative Services:

• Perform task administrative services areas, including receptionist desk, reprographics equipment, office supplies, messenger services, and vendor relations.

• Coordinate arrangements for office functions and client and firm-related meetings.

• Manage mail processing - incoming and outgoing mail, Federal Express/Certified Mail packages and postage balance, if appropriate, and order supplies as needed.

• Maintain and set-up conference rooms and other equipment, scheduling conference rooms, ordering food for meetings, ensure video conferencing is ready for meetings and monitor daily conference room report to ensure meetings are set up timely and appropriately.

• Maintain office extension list, office map and Office Administrative Manual.

• Forward Building Updates from Building Management to office personnel.

 

Attorney Recruiting:

• Assist OA/LAA in coordinating Attorney Integration efforts for the office.

Facilities:

• Coordinate carpet cleaning, furniture repairs and configuration changes, etc.

• Prepare offices and workstations for new hires and visiting attorneys and assist with inter-office moves.

• Work with the OA/LAA to maintain ongoing relations with building management.

• Coordinate light bulb replacement and other office maintenance with building management.

• Maintain and assign security access cards.

• Oversee on-site fitness center memberships, if applicable.

• Assist employees with setting up or cancellation of Firm contracted building parking, when appropriate.

• Handle building and suite security issues, under the direction of the OA/LAA.

• Assist with coordination of office space within our suite, under the direction of the OA/LAA.

Records:

• The Receptionist is responsible for collecting material designated for shredding and making such material available to vendors for scheduled pickup for multiple in-office bins.

Human Resources/Benefits:

• At the direction of the OA/LAA this position will coordinate welcome events for new employees.

• Coordinate birthday celebrations under the direction of the OA/LAA.

• Coordinate periodic workstation evaluations under the direction of the OA/LAA.

• Assist with coordinating annual flu shots and other wellness initiatives under the direction of the OA/LAA.

• Assist with coordinating special events (Staff Appreciation Day, Thanksgiving Lunch, Holiday Party) and gifts (get well, new baby, sympathy, etc.).

Other Duties

• Coordinate events for various charities, when appropriate.

• Coordinate annual emergency response training through building management for employees under the direction of the OA/LAA.

• Perform other related duties as needed or assigned.

 

Reporting Relationship

The Receptionist reports directly to the assigned OA/LAA.

Qualifications

Knowledge/Experience

The Receptionist position requires two to five years of customer service or related experience.  Must have experience in a Microsoft Office environment and intermediate knowledge of computer and e-mail systems, specifically the Microsoft Office Suite (Word, Excel, Outlook).  You should also have a general understanding of telephone etiquette. 

Skills

The Receptionist position requires typing at 50+ WPM. Excellent verbal and written communication skills, organizational skills, and a customer service drive are essential. The ability to multitask, 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 25% of the time to make copies, fax, file, etc. Remains stationary at least 75% of the time.  This position regularly operates computers and other office productivity machines (e.g., copier, printer, scanner, etc.).  Occasionally required to move documents or file boxes weighing up to 25 lbs.  This position requires constant communication and exchange of information with the Firm’s 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 Environment.  Full time in the office 5 days a week.  Overtime and travel may be required.

 

Salary Range:

The expected salary range for this position is $20.00-$25.00. Please note that the final offer amount may vary based on experience and skillset of the selected candidate.

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 Chicago office offers a formidable intellectual property practice, along with corporate and real estate practitioners. The office is critical to the firm’s strategic growth plans and is built around knowledgeable attorneys who can address the technology and business needs of corporate clients. The Chicago office and its lawyers are recognized in the 2021 U.S. News & World Report and Best Lawyers "Best Law Firms" directory for patent litigation (Tier 1), and the 2021 edition of The Best Lawyers in America directory (Woodward/White, Inc.) The office has a small, close-knit team of attorneys and staff who are collaborative and welcoming and dedicated to providing exceptional client service. We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.