Office Assistant-Receptionist

Key Responsibilities

• Answer and route all incoming calls to the appropriate firm personnel.
• Greet clients, vendors, and visitors; ensure proper check-in, clearance, and routing in accordance with firm policies, notify attorneys and assistants of arrivals, and direct visitors to designated conference rooms.
• Maintain the cleanliness and organization of the reception area, conference rooms, and surrounding common areas.
• Provide beverage service and support general conference room needs for meetings and visitors.
• Coordinate conference room schedules using office software; coordinate logistics for meetings, events, and receptions.
• Cook up and support general conference room needs for meetings and events, including setup and payment arrangements.
• Track and reconcile parking validations issued to clients and visitors, including monthly reconciliation of charges.
• Notify the office via email of visiting FBT Gibbons personnel, including their assigned work location during the visit.
• Monitor inventory and maintain office and kitchen supplies; confirm receipt of deliveries.
• Absorb and maintain files in accordance with alphabetical, numerical, and other established filing systems.
• Request labels for records and assist with the creation of files.
• Provide administrative support to attorneys and business professionals on a backup or overflow basis, including preparation of routine correspondence, pleadings, and exhibits, as well as copying, scanning, and related document support tasks.
• Absorb and assist attorneys with travel arrangements, expenses reimbursements and other routine tasks.
• Absorb and assist Office Manager, attorneys and business professionals with special projects as needed.
• Observe confidentiality in all client and firm matters.
• Travel to provide coverage in the Newport Beach office, as needed.

Job Requirements

• Some college preferred, or equivalent combination of education, training, and experience.
• Minimum of 1 year of customer service experience required, preferably in an office or professional setting.
• Previous law firm experience preferred.
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Ability to operate standard office equipment such as multi-functional devices, copiers, printers, and scanners.
• Strong organizational skills with the ability to prioritize tasks and meet deadlines.
• Ability to manage multiple tasks and shift priorities in a fast-paced environment.
• Ability to handle confidential information with discretion.
• Strong interpersonal and communication skills, with the ability to interact effectively in person, by email, and by telephone; follow instructions from a diverse group of attorneys, managers, business professionals, and vendors; and provide information with professionalism, courtesy, and tact.
• Ability to answer and transfer calls and greet clients in a courteous and professional manner.
• Ability to perform clerical tasks requiring sustained attention to detail and accuracy in a high-volume environment.
• Ability to retrieve and distribute files weighing up to 40 pounds and ability to retrieve and replace objects from shelves up to 8 feet high, sometimes a large amount in a day.
• Ability to work occasional irregular hours and more than 40 hours per week, as needed to meet business requirements.
• Ability to travel by car to the firm's Newport Beach office as needed.