Office Assistant-Receptionist

FBT Gibbons LLP•Santa Ana, CA

4d•$22 - $27•Onsite

About The Position

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 25 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve. At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions. We are currently seeking an Office Assistant/Receptionist to perform a variety of administrative and office support duties under the direction of the Office Manager to support the efficient operation of the office and delivery of legal services. The ideal candidate has strong interpersonal, communication, and organizational skills, with the ability to manage multiple tasks and shift priorities in a fast-paced environment.

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.

Nice To Haves

Previous law firm experience preferred.

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
Manage conference room schedules using office software; coordinate logistics for meetings, events, and receptions.
Coordinate food orders 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.
Assist the Office Manager with maintenance requests as needed.
Assemble 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.
Assist attorneys with travel arrangements, expenses reimbursements and other routine tasks.
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.