Receptionist/office Assistant

Profile

Receptionist/Office Assistant
The candidate will focus on establishing effective work relationships with clients, attorneys and staff and providing exceptional customer service. Assign reservable office space and communicate information about building access, parking and applicable the firm policies to employees and visitors. Meet assistance may include arranging catering with food services vendors, coordinate with colleagues in Office Services/Facilities, Information Services (IS), and other departments to ensure that all requests for space, catering, IS support, and facilities and A/V equipment are well-managed. Reconcile the Facilities Manager’s corporate card each month, creating flyers, menus and menu cards for meetings and events, updating documents/information on the firm’s intranet (the online platform) page and submitting work orders/requests to property management. Answer the telephone and take complete and accurate messages for attorneys/staff/clients or direct caller to voice mail, when appropriate. Greet, announce, and log all visitors. Collect information to register visitors, input information and send email confirmations. Maintain a secure environment at reception area and floor entrances, ensuring that clients, vendors, and guests (including former employees) do not enter our space without approval. Maintain Meeting Room Manager Scheduling (EMS) for conference rooms and reservable office space. Work closely with the Director of Administration, Facilities Manager and the Facilities/Office Services and Information Services (IS) teams to ensure meetings run smoothly. Respond promptly to conference room and reservable space requests or questions, providing excellent customer service when resolving issues. Direct colleagues, clients, and guests within our space using a positive attitude. Be aware of firm personnel coming and going. Create, propose, and utilize systems to carry out this task in an efficient manner. Inform relief receptionist of lawyer and staff whereabouts during the day. Direct inquiries from clients, guests, and employees to the appropriate the firm team(s), such as Facilities, Information Services (IS), etc.. Provide parking validation to clients, visitors, and employees in accordance with the guidelines communicated by the Facilities Manager. Maintain log tracking validation utilization and notify the Facilities Manager and Facilities Coordinator when remaining inventory goes below set thresholds. Proactively monitor upcoming office events/meeting reservations in EMS to determine if current inventory is sufficient or if additional validations need to be ordered to meet the needs of future events based on provided headcount estimates. Manage visitor access cards for the office. Maintain a log showing the recipient for each card, card number and the date it was issued and returned. Review the log daily and follow up with any recipients who are no longer on-site but still have an access card and arrange for the card to be returned. Report any lost or stolen cards to the Facilities Manager and Facilities Coordinator immediately for deactivation. Greet and record/log visiting attorneys and personnel from other the firm offices and inform Information Services (IS) and Facilities/Office Services staff of visitors. Knowledgeable of all personnel and departments in the office. Utilize appropriate resources to provide information regarding personnel and departments in other offices of the firm. Work with Facilities Manager for resolution when schedule conflicts or any issues with vendors or clients arise. Maintain an organized electronic system for receipts for catering orders and miscellaneous office expenses charged to the Facilities Manager’s corporate credit card and reconcile the monthly card statements in a timely manner. Create flyers, menus and menu cards for meetings and events. Update relevant documents/information on the firm’s intranet (the online platform) page, such as local hotel and restaurant recommendations, staff rosters, and visitors. Submit work orders and requests to property management as appropriate/directed by the Facilities Manager. Serve as a backup to the Facilities Coordinator for invoice processing using the firm’s invoice software (Chrome River). Provide coverage for e-mail requests and phone calls for the Santa Monica office as needed. All other duties as assigned. College degree is preferred. Prior customer service or receptionist experience is required. Prior concierge experience is a plus. Previous law firm experience is preferred.

Company info

Sign Up Now - EmploymentCrossing.com