Receptionist/Operations Assistant

Clark Hill•San Diego, CA

7d•$49,000 - $58,000•Onsite

About The Position

Clark Hill LLC is seeking a Receptionist/Operations Assistant for its San Diego office location. The Receptionist/Operations Assistant is responsible for supporting all day-to-day operations of the reception desk, as well as providing administrative support to the Office Manager and general office support as needed. This position is responsible for managing the reception desk and answering all incoming phone calls; greeting all clients and visitors; working with the Office Services team to research unidentified mail items for appropriate distribution; scheduling conference rooms for use and documenting needs (i.e., set-up, lunch requests, etc.) and coordinating with the Office Services team regarding requests; ensuring that the reception desk is open and appropriately staffed at the beginning of each workday; maintaining neat and organized reception and desk areas; providing overflow clerical and administrative support as directed by the Office Manager; maintaining the office phone directory; and teaming with the backup receptionist to ensure appropriate coverage is maintained at all times.

Requirements

High school diploma or GED equivalent required.
Prior experience utilizing a multi-line phone system.
Strong organizational skills with the ability to manage multiple tasks and priorities.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Strong customer service skills and the ability to interact effectively with clients, visitors, and vendors.
Team-oriented with a willingness to learn and take on new responsibilities.
Punctuality and attendance are critical to the success of this role.
Consistently delivers high-quality customer service.
Maintains a professional demeanor and positive, collaborative attitude.
Demonstrates strong prioritization and organizational skills.
Exercises good judgment and initiative in daily responsibilities.
Able to work independently with minimal supervision.
Demonstrates attention to detail and reliability.
Always maintain confidentiality.

Nice To Haves

Prior law firm experience preferred.

Responsibilities

Manage the day-to-day operations of the reception desk and answer all incoming phone calls in a timely manner; route calls and take messages as needed.
Ensure that the reception desk is open and ready for business at the beginning of each workday and that the reception area is neat, organized, and welcoming.
Greet all clients and visitors and notify appropriate attorneys, legal administrative assistants, paralegals, or staff of their arrival in a timely manner.
Proactively ensure that excellent housekeeping standards are maintained in client-facing areas (reception, lobby, conference rooms, etc.).
Provide visitors with parking assistance, including directions and validations as needed.
Assist with office event coordination and general office initiatives.
Assist with reporting maintenance issues and submitting work orders.
Coordinate parking and facility access cards for employees and visitors.
Serve coffee, tea, and water to visitors as needed.
Maintain and oversee conference room scheduling and coordinate meeting details (set-up, catering, technology) with the Office Services team.
Handle process servers in compliance with firm policies and procedures.
Coordinate with the Office Services team to research unidentified mail items and distribute communications as needed.
Log and distribute incoming checks and payments in accordance with firm procedures.
Maintain the office phone directory and other internal directories and lists.
Provide all clients, visitors, and team members with a high level of customer service.
Provide general administrative and clerical support as assigned.
Support the office in maintaining smooth daily operations and a positive working environment.
Serve as an overflow clerical resource for typing and administrative support as requested by the Office Manager.
Coordinate with Office Services regarding maintenance requests and act as a point of contact with building management.
Partner with the backup receptionist to ensure appropriate coverage at all times.
Perform other duties as assigned by the Office Manager.