Administrative Specialist​/Receptionist

DLA Piper is, at its core, bold, exceptional, collaborative and supportive. Our people are the backbone, heart and soul of our firm. Wherever you are in your professional journey, DLA Piper is a place you can engage in meaningful work and grow your career. Let’s see what we can achieve. Together.

Summary

The Administrative Specialist/Receptionist, working in collaboration with and in support of the firm’s strategic initiatives, provides operations support to an assigned office to include standard Receptionist duties, as well as assistance with facilities, event planning, projects, and may be sole Operations presence in the office.

Location

This position is located in our Houston office.

Responsibilities

• Answer main office phone line.

• Greet guests.

• Schedule conference rooms, hospitality services, videoconferencing equipment, etc.

• Confirm arrangements.

• Place catering orders for meetings and events.

• Issue loaner and permanent office badges – activate and deactivate as necessary.

• Place orders for staff relations requests – flowers/food/gifts.

• Assist with branded communications to office.

• Maintain Daily Notice.

• Liaise with property management for maintenance requests, loading dock/delivery issues, and janitorial services.

• Coordinate parking.

• Obtain Operations/Facilities estimates and coordinate schedules with vendors as necessary.

• Process department invoices.

• Review invoices for accuracy and submit for approval.

• Interact with Accounts Payable to ensure checks are processed as necessary.

• Complete expense reports as required for Operations services.

• Open and distribute incoming mail and prepare outgoing mail, including UPS shipments, priority mail, and certified mail.

• Make copies, assemble reports, and/or send electronically as requested.

• Serve as Sustainability Lead for one or more offices.

• Assist with coordination of office and/or department events, including blood drives, special events, and parties.

• Other duties as assigned.

Desired Skills

Must have strong communication and interpersonal skills required to interact with staff and attorneys on a regular basis. Good organizational skills necessary to maintain files, coordinate schedules and track a variety of data. Ability to work effectively in a fast-paced environment.

Minimum Education

• High School Diploma or GED.

Certificates

• Some additional computer or administrative training preferred.

Minimum Years of Experience

• 1 year experience providing administrative support preferred.

Essential Job Expectations

While the specific job requirements of a DLA Piper position may vary depending upon scope of the job and area of specialty, there are certain universal requirements that are expected of all DLA Piper employees, which include but are not limited to:

• Effectively communicate, verbally and in writing, with clients, lawyers, business professionals, and third parties.

• Produce deliverables, answer phone calls, and reply to correspondence in an efficient and responsive manner.

• Provide timely, accurate, and quality work product.

• Successfully meet deadlines, expectations, and perform work duties as required.

• Foster positive work relationships.

• Comply with all firm policies and practices.

• Engage in both physical and sedentary activity, such as (a) working at a computer for extended periods of time, including on-screen reading and typing; (b) participating in digital/virtual conference calls; (c) participating in meetings as needed.

• Ability to work under pressure and manage competing demands in a fast-paced environment.

• Perform all other duties, tasks or projects as assigned.

Our employees are expected to embrace and uphold our firm values as a part of our DLA Piper culture. We are committed to excellence in how we represent our clients and develop our people.

Physical Demands

Sedentary work:
Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Work Environment

The individual selected for this position may…