Receptionist / Administration Assistant

Jobs

logoprint
Receptionist / Administration Assistant
Full Time
[email protected] https://kobrekim.com/
Yigal Alon 94 Tel Aviv

Job Description:

Reception is the initial interface and a vital component of the firm. The core responsibility of the Receptionist is to ensure clients and employees have a superior customer service experience. This role sits within the Administrative Services Team and is responsible for overall front desk operations and executing duties with excellence and finesse. Under the supervision of the local Office Manager, the Receptionist/Administration Assistant will also work as part of the global administration team to provide support to both local and global staff members.

This is a full-time contract for a fixed term of 12 months.

Supervisor: Local Office Manager

Primary Responsibilities:

Reception

  • Maintain client and employee confidentiality.
  • In collaboration with the global reception team, utilize Outlook to maintain office and conference room calendars to include resolving conflicts.
  • Ensure the reception desk is fully manned at all times and coordinate lunch/rest breaks with the Office Manager.
  • Greet all visitors and employees in a courteous and professional manner and direct them to the appropriate person, office and/or conference room.
  • Ensure public office space is always client ready.
  • Schedule meetings and closely monitor conference room calendars and conditions (i.e. any maintenance issues, tidiness, etc.).
  • Perform meeting setups and breakdowns as required.
  • Help maintain security by liaising with building management on expected and unwelcomed guests.
  • As part of the global reception team, manage incoming switchboard calls in accordance with reception guidelines, disseminating detailed messages in a timely manner.
  • Assist with the maintenance of the reception manual, and office welcome guides.
  • Serve as general information center. Must be knowledgeable about the firm, its practice areas, employees, clients, and legal terms.

Local Office Services

  • Assist local Office Manager with Health & Safety and Risk Assessment checks as directed.
  • Stock office pantry, and maintain relevant inventory. Order pantry supplies as requested.
  • Receiving/distributing of office mail/packages to staff.
  • As required, assist with the management of vendors to include, cleaners, building management and maintenance.
  • Regularly update and review master Vendor information list located on iManage / Document Management System (DMS).
  • Assist with the coordination of office events.
  • Ensure office copy room(s) are well stocked with supplies, and maintain relevant inventory of items, replenishing as necessary.
  • As requested, manage local errands under the supervision of the Office Manager.

Global Administration Support

  • Work with the Administrative Resource Center (ARC) to collate and process information as requested.
  • Photocopy and scan sensitive files as requested.
  • Update firm contacts, run reports and add information to the firm’s CRM Salesforce database according to firm style guide.
  • Code and submit expenses for staff as requested utilizing Chrome River.
  • Working with our internal and external travel team, organize global travel, meetings and associated arrangements for staff.
  • Ensure staff travel profiles are regularly updated.
  • Provide global administrative assistance as necessary on special projects.

Requirements:

This role would suit someone with at least 2 years’ administration experience, gained from previous employment in a similar role. Key attributes we are looking for include:

  • Fully proficient in English and Hebrew written and spoken language. Any additional language skills would also be advantageous.
  • Intermediary knowledge of Word, Excel and Powerpoint are advantageous, however not essential.
  • Ability to collaborate in an effective and mature manner with co-workers and clients.
  • A proactive self-starter with close attention to detail and an ability to understand the importance of detailed work within a larger context.
  • Must be flexible in order to respond quickly to shifting demands and opportunities.
  • Ability to prioritize, work under tight deadlines and multitask.
  • Ability to work with several departments in a fast paced office environment.
  • Must pay attention to detail and follow up on all assignments to completion.
  • Must possess the ability to work independently and contribute to a team, and the confidence to interact with Senior Business Leaders.

Company Description:

Kobre & Kim is a conflict-free global law firm focused exclusively on disputes and investigations, often involving fraud and misconduct. Recognized as the premier firm for cross-border disputes, the firm has a particular focus on financial products and services litigation, insolvency disputes, intellectual property litigation, international judgment enforcement and asset recovery, and U.S. government enforcement and regulatory investigations. With more than 400 employees throughout the firm’s 14 global office locations, Kobre & Kim recognizes the value of incorporating diverse perspectives and professional disciplines to generate the most effective solutions for clients.

Further information about the firm is available at www.kobrekim.com.

Kobre & Kim employees take pride in providing our clients around the world with service that is timely, accurate, unbiased and trusted. We have a profound respect for the professions and clients we serve and define our success in terms of their success. Our work environment is dynamic, innovative, and entrepreneurial. We have a result-oriented culture that demands excellence, agility, and the desire to move quickly and precisely to seize opportunities. Our environment is both challenging and supportive - we give employees the opportunity to develop their skills and do their best work.

Kobre & Kim values diversity of culture and thought and seeks talented, qualified employees in all its operations around the world regardless of race, gender, national origin, religion, sexual orientation, disability, age or any other protected classification under country or local law.

Kobre & Kim is proud to be an Equal Employment Opportunity
employer.


https://www.linkedin.com/jobs/view/receptionist-administration-assistant-at-kobre-kim-2616751717/?originalSubdomain=il


Share:

More Jobs