Office Services Reception & Catering Assistant (Boston)

Fenwick & West LLP • Boston, MA

13h • $46,000 - $62,500 • Onsite

About The Position

Fenwick is seeking an Office Services Reception & Catering Assistant for our Boston office who will be the primary interface for attorneys, employees, clients, and guests who visit and call the firm. This role will cover the preparation, clean-up and stocking of kitchens, conference, and multi-purpose rooms, including the set-up of refreshments and meals. This is a 100% onsite position. The work schedule for this position will be 40 hours per week (non-exempt), Monday - Friday, from 9:00 am - 6:00 pm.

Requirements

• Exceptional customer service skills.
• High level of attention to detail.
• Ability to communicate effectively and tactfully with a diverse group of clients, attorneys, staff, and vendors.
• Ability to be professional, courteous, and diplomatic under pressure.
• Ability to work a flexible schedule, including overtime as needed, to ensure adequate reception and catering coverage.
• Computer proficient, with the ability to utilize MS Office applications and conference room scheduling software such as EMS.
• Ability to organize, prioritize, multitask, and handle interruptions or urgent requests.
• Willingness and ability to sit and/or stand for prolonged periods throughout the workday.
• Willingness and ability to walk between conference rooms, multi-purpose rooms, storage rooms and kitchens throughout the day.
• Ability to work well with others and promote a positive, team-oriented environment.
• Reporting to the Office Administrator, the ideal candidate will have 1+ years of experience providing reception, catering and/or customer service support in a law firm, professional service, or hospitality environment.

Responsibilities

• Reception Greet and act as customer service representative for the firm’s attorneys, clients, employees, and guests, assisting with any special needs or requests.
• Maintain a clean and professional environment at the reception desk, main lobby, and conference rooms.
• Respond to main line phone calls.
• Schedule conference rooms and visiting attorney offices as needed; Review and confirm room reservations made via EMS software, sending daily reservation reminders.
• Submit maintenance requests to building management as needed.
• Arrange transportation for guests and/or employees as requested.
• Provide logistical support at events as requested.
• Participate in the firm’s emergency response plan and act as a first responder for onsite emergencies, as needed.
• Office Services & Catering Complete copy projects for attorneys and staff as requested.
• Collect, sort, log, route, and deliver courier parcels, interoffice mail, and US mail.
• Receive and distribute office supplies, including special orders for supplies and equipment.
• Organize and stock new employee and visitor offices and workstations, including coordination of internal office moves as directed.
• Organize and maintain an adequate inventory of standard office supplies in copy/fax rooms so they are visible and easy to find.
• Stock and monitor supplies in kitchen, conference, and multi-purpose rooms.
• Conduct facility inspections and maintenance checks to ensure readiness of shared spaces (kitchen and conference rooms), equipment, and furniture.
• Respond through “Boston Facilities” email address to requests for assistance with office services related projects.
• Set up conference rooms for in-office meetings and clean up afterwards.
• Order and ensure proper and timely set-up of food and refreshments for meetings and/or special events.
• Reconcile catered food deliveries against food ordered and inspect food, refreshments, and groceries for accuracy and freshness.
• Clean the kitchen daily and organize dishes, equipment, and supplies.

Benefits

• At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program.
• We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing.
• A discretionary bonus for eligible employees may also be available based on performance.
• Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 501-1,000 employees