What are the responsibilities and job description for the Receptionist/Operations Assistant position at Clark Hill?
Summary:
Clark Hill LLC is seeking a Receptionist/Operations Assistant for its San Diego, CA office location. This position is responsible for managing the reception desk and answering all income phone calls; greeting all clients and visitors; working with Office Services team to research unidentified mail items for appropriate distribution; scheduling conference rooms for use and documenting needs (i.e., set-up, lunch requests, etc.) and coordinating with Office Services team regarding requests; ensures that the reception desk is open and appropriately staffed at the beginning of each work day; ensures that the reception and desk areas are neat and organized; provide overflow typing/clerical and administrative support as required or needed, per Office Manager; maintain office phone directory; and teams with backup receptionist to ensure appropriate levels of coverage are maintained at all times.
Primary Responsibilities:
- Manage the day-to-day operations of the office reception desk and answer all incoming phone calls in a timely manner, route calls, and take messages as needed or required.
- Ensure that the reception desk is open and ready for business at the beginning of each business day and ensure that the reception area is neat and organized providing a welcoming atmosphere to firm guests and visitors.
- Greet all clients and visitors to the firm, and contact the appropriate attorneys, legal administrative assistants, paralegals, or other staff members to announce their presence in an efficient manner.
- Serve coffee/tea and water to visitors.
- Maintain and oversee the scheduling of all conference room needs and coordinate set-up instructions and information to the Office Services team to ensure that the room is prepared as requested and on schedule.
- Efficiently handle process servers pursuant to firm policy and procedures.
- Collect and log hand-delivery packages and coordinate with Office Services team for delivery to appropriate recipient.
- Coordinate with Office Services Team to research unidentified mail items for distribution to appropriate recipient and, if needed, distribute office-wide e-mails regarding same.
- Log and transmit incoming accounts payable and trust checks.
- Maintain the office phone directory and other internal directories/lists.
- Serve as an overflow clerical support resource for typing and other clerical and administrative needs as required or requested by the Office Manager.
- Submit and handle maintenance requests and serve as the primary contact for building maintenance personnel.
- Effectively team with the backup receptionist to ensure that the appropriate levels of coverage are maintained at all times.
- Perform other duties or tasks as assigned or requested (as needed) by the Office Manager.
Experience/Education
- High school diploma or GED equivalent required.
- Prior, detailed experience utilizing a multi-line phone system.
- High level of organizational skills, and the ability to multi-task by handling multiple calls or inquiries at the same time.
- Excellent communication skills, both verbal and written.
- Excellent computer skills, with proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- High level customer service skills, and the ability to effectively communicate and interact with clients, guests, visitors and vendors.
- Team player orientation.
- Willingness to learn new skills and responsibilities.
- Previous experience working in a law-firm environment, preferred.
- Candidates must be able to work 8:30 am – 5:30 pm Monday – Friday with flexibility and/or occasional overtime.
Salary : $24 - $27
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