Operations Assistant - Receptionist

Fish & Richardson P.C.•Austin, TX

12d•Onsite

About The Position

Fish & Richardson, a premier global intellectual property law firm, is seeking an Operations Assistant - Receptionist to join their fast-paced Operations Department in Austin. The firm, established in 1878, has over 400 attorneys and technology specialists and values a creative and inclusive culture that embraces diversity.

Requirements

High school diploma or equivalent.
6+ months professional office administration experience; preferably in a law office.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Ability to organize and prioritize numerous tasks and complete them under time constraints.
Ability to work well within a team-oriented environment and contribute to effective team relationships, as well as the ability to work independently.
Interpersonal skills necessary to communicate by telephone and in person with a diverse group of visitors, vendors, attorneys, and staff.
Ability to change and adapt to current and future responsibilities and circumstances.
Ability to work onsite in the Austin office 5 days per week is required.

Responsibilities

Answer phones and direct calls, operating a multi-line telephone console to relay calls and direct them to appropriate personnel. Take messages for visitors and staff.
Greet clients and visitors, ensuring proper clearance and routing using visitor management systems.
Schedule conference rooms and attorney visiting offices, maintaining records. Deliver and set up food/refreshments for meetings, and clean rooms afterward.
Coordinate catering orders for meetings and events.
Maintain the neatness of the lobby, reception area, conference rooms, and visiting offices, ensuring equipment is available and working, surfaces are clean, and supplies are replenished.
Schedule video conferences, manage connections and equipment, arrange conference calls, and provide support for video conferencing and device setup.
Assist with new hire onboarding, including preparing paperwork, communicating policies, and answering employee questions.
Log and distribute all incoming and outgoing mail, packages, deliveries, and faxes, ensuring proper delivery. Maintain records of outgoing packages and schedule courier services.
Manage kitchen and office supply inventory, stocking and ordering as needed.
Assist with the coordination of office social events as requested by the Office Manager.
Receive, code, and forward invoices and expense reimbursements to accounting, following up on any issues.
Assist with the coordination of office repairs, renovations, and facility-related projects.
Complete assigned copying, scanning, printing, and binding projects.
Provide administrative support to the Operations Department, Practice Groups, and other administrative groups as requested by the Office Manager.