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K&L Gates · 1 week ago

Receptionist / Conference Center Coordinator

New York, United States

Full-time

Onsite

Entry Level

$55K/yr - $83K/yr

2+ years exp

K&L Gates is a fully integrated global law firm with a commitment to innovation and diversity. They are seeking a Receptionist/Conference Center Coordinator for their New York office, responsible for overseeing reception operations, coordinating conference room activities, and providing administrative support to ensure efficient office function.

LegalReal Estate

H1B Sponsor Likely

Responsibilities

Oversees and coordinates daily reception desk operations. This includes greeting and directing visitors ensuring appropriate security measures are taken (which can include the issuing of security passes and maintaining the firm's security pass register), and the timely and courteous answering of multi line switchboard system

Oversees and coordinates the activities of all location conference rooms. This includes but is not limited to scheduling of meeting facilities, coordination of food and beverages, ensuring ongoing cleanliness of facilities, monitoring temperature and lighting controls, and coordination of audio visuals. Depending on location needs, may provide specific audio visual support or may liaison with appropriate specialists for technology meeting needs

Oversees and coordinates food and beverage services for the office which can include a wide variety of needs and events ranging from simple kitchen supplies to significant catered event

Supervising staff to ensure client services functions are completed in a timely manner. This requires providing staff with regular feedback and can include assisting in completing their performance reviews

Where there is no dedicated Office Services team, this role may be responsible for ordering, tracking and maintaining inventories of office supplies, providing other clerical or office support duties

May act as the location emergency response leader which can include coordinating safety drills, maintaining safety procedures and, if required, safety and emergency equipment

Provides facilities support including moving of furniture and supplies, coordinating deliveries and freight services, setup/break down of meeting spaces and maintaining a clean, safe and professional office space

Oversees work schedules for assigned functions to meet firm needs with effective working relationships

May provide limited clerical support requiring general use of common software including but not limited to various scheduling software, Microsoft Outlook, Microsoft Word and Microsoft Excel

The daily make up of tasks change depending on location needs and/or specific projects. The position performs all duties required and assigned that would ensure efficient support to the lawyers and clients of the Firm

Participate in local and national team meetings

Act as the firm's super-user for AMEX travel system – online management of the firm's travel and accommodation bookings

Assist with ad hoc administrative and other tasks as required or requested by the Manager of Office Services and Facilities and/or Corporate Services Manager

Qualification

Customer service experienceConference room schedulingMicrosoft Office proficiencyAudio visual supportSupervisory skillsInterpersonal skillsOrganizational skillsConfidentialityFlexibility

Required

High School diploma or General Education Degree

At least two or more years of experience working in a client services/reception based role within a professional services or related office environment

Extensive customer service experience

Takes a diplomatic approach when interacting with clients and staff, and maintains a high level of professionalism and professional dress at all times

Basic proficiency with conference room scheduling software, Microsoft Office software inclusive of Outlook, Word, and Excel

Basic proficiency of audio visual, telephone conferencing, computerized lighting/temperature control/window shade systems

Proficiency with multifunction devices and other office equipment

Ability to work independently and within a team

Ability to effectively supervise others

Ability to initiate, organize, prioritize and complete numerous tasks by deadline dates, ensuring exceptional customer service

Excellent interpersonal skills required to work with a variety of personalities (both internal and external) to achieve successful collective outcomes

Ability to establish and maintain effective working relationships with all contacts

Ability to function effectively in confidential situations, to think clearly, to maintain complete confidentiality and to utilise prudent judgement and execute tactfully

Ability to follow oral and written instructions

Must possess a flexible approach to the work environment and be fully reliable both during and outside normal business hours to ensure functions of position are met

This job operates in an office setting, requiring the routine use of a computer and other standard office equipment

Requires lifting up to 40 pounds for movement and delivery of equipment, tables, files, etc

Frequently work in a fast paced environment with unscheduled interruptions

Responsibilities may require adjusted work schedules, overtime and evening/weekend hours in order to meet firm needs

Carries out responsibilities in an honest, ethical and professional manner

Must observe confidentiality on all client matters and adhere to procedures and guidelines set by all departments of the Firm

Benefits

Medical/Prescription Drug Coverage (including a Health Savings Account feature)

Back-up Child/Elder Care and access to a caregiving concierge

Dental Insurance

Wellness Program

Vision Insurance

Pre-tax Commuting Benefits

401(k) Retirement Plan and Profit Sharing

Business Travel Accident Insurance

Short- and Long-term Disability Protection

Pet Insurance

Life Insurance (including Basic, Supplemental, Spouse, Child, and Accidental Death and Dismemberment)

Health Advocacy Services

Paid Time Off (20 days/year through first 4 years of employment; 25 days/year after 5 years of employment)

Identity Protection/Restoration and Fraud Insurance

Parental Leave (18 weeks of which 6 are paid; short-term disability may provide additional paid time off)

Student loan refinancing options and access to a student loan concierge service

Paid Holidays (12)

Addiction Resources

Family Building Benefits

Breast Milk Delivery and Lactation Support Services

Flexible Spending Accounts

Employees also may be eligible to receive bonuses and certain expense reimbursements

Employee Assistance Program

Professional Development and CLE Credit Opportunities

529 Deductions

Relocation

Accident Insurance

Employee Referral Program

Critical Illness Insurance

Hybrid/Remote Work Opportunities

Hospital Indemnity Insurance

Perks including: Technology, Entertainment, and Travel Discount Programs

Bereavement Leave

All other benefits (such as leaves of absence) required by law

Company

K&L Gates

Glassdoor3.5

At K&L Gates, we foster an inclusive and collaborative environment across our fully integrated global platform that enables us to diligently combine the knowledge and expertise of our lawyers and policy professionals to create teams that provide exceptional client solutions.

Founded in 1883

Pittsburgh, Pennsylvania, USA

1001-5000 employees

http://www.klgates.com/

H1B Sponsorship

K&L Gates has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (1)

2024 (3)

2023 (1)

2022 (6)

2021 (2)

2020 (19)