Operations Assistant - Receptionist

Fish & Richardson•Austin, TX

11d•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. This role is crucial for maintaining the smooth operation of the office and providing a welcoming environment for clients and staff.

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) for document, spreadsheet, presentation, and email management.
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 with courtesy and tact.
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 using a multi-line telephone console.
Relay incoming, outgoing, and intra-system calls.
Direct telephone calls to appropriate attorneys and staff.
Take messages for visitors and staff.
Meet and greet clients and visitors, ensuring proper clearance and routing via The Receptionist visitor management kiosk.
Schedule conference rooms and attorney visiting offices, and maintain records.
Deliver and set up food and refreshments for meetings, and break down equipment and clean rooms afterward.
Coordinate catering orders for meetings and events.
Maintain neatness of the lobby, reception area, conference rooms, and visiting offices, ensuring equipment availability, cleanliness, and replenished supplies.
Schedule video conferences, track connections and equipment, arrange conference calls, and provide conference room support for video conferencing and device setup.
Assist with new hire onboarding, including preparing orientation paperwork, communicating office policies, and answering employee questions.
Log and distribute all incoming and outgoing mail, packages, deliveries, and faxes, ensuring proper recipient delivery and maintaining records of outgoing packages.
Schedule courier deliveries and pick-ups.
Manage kitchen and office supply inventory levels, stocking and ordering supplies 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.
Assist with administrative tasks to support the Operations Department, Practice Groups, and other administrative groups as requested by the Office Manager.