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Receptionist/Office Assistant

Company: Careerbuilder-US
Location: Los Angeles
Posted on: November 26, 2022

Job Description:

Law firm is seeking a Receptionist/Office Assistant to join the Facilities/Office Services team in their Los Angeles office.

Responsibilities:


  • Answer the telephone and take complete and accurate messages for attorneys/staff/clients or direct caller to voicemail, when appropriate
  • Greet, announce, and log all visitors
  • Collect information to register visitors, input information and send email confirmations
  • 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
  • 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 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
  • 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 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 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

    Qualifications:

    • Bachelor's degree required
    • Previous law firm experience highly desired but not required
    • Prior concierge experience a plus
    • Proficiency in the Microsoft Office suite, iManage and other firm applications
    • Available to work overtime, as required
    • Prior customer service or receptionist experience
    • Excellent telephone skills
    • Detail-oriented and adaptable
    • Punctual

Keywords: Careerbuilder-US, Los Angeles , Receptionist/Office Assistant, Administration, Clerical , Los Angeles, California

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