Receptionist/Operations Assistant
Clark Hill (Firm Operations) See More Job Openings by This Employer
Job Description
In addition, Clark Hill offers employees the ability to participate in health insurance with optional HSA/FSA, short-term disability, long-term disability, dental insurance, vision care, life insurance, 401(k), vacation, sick time, parking/public transportation allowance, and an employee assistance program.
Salary
Summary:
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.
RESPONSIBILITIES / JOB DUTIES:
- 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.
SKILLS, ABILITIES and CAPABILITIES REQUIRED:
- 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.
EDUCATION / EXPERIENCE:
- 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.
- Prior law firm experience preferred.
WORK SCHEDULE:
This is a full-time position with a regular schedule of Monday through Friday, 8:30 a.m. to 5:30 p.m. (40 hours per week). Flexibility to work occasional overtime may be required based on business needs. This position is fully onsite in the firm’s San Diego office.
This is a full-time position with a regular schedule of Monday through Friday, 8:30 a.m. to 5:30 p.m. (40 hours per week). Flexibility to work occasional overtime may be required based on business needs. This position is fully onsite in the firm’s San Diego office.
COMPENSATION & BENEFITS:
The salary range at the time of posting is approximately $24.00 – $28.00 hourly or approximately $49,000 – $58,000 annually, depending on experience and based upon a full-time work schedule. Actual compensation will be influenced by various factors, including but not limited to employee qualifications, relevant experience, skill sets, training, internal equity, and market data. This position is eligible for an annual discretionary bonus.
In addition, Clark Hill offers employees the ability to participate in health insurance with optional HSA/FSA, short-term disability, long-term disability, dental insurance, vision care, life insurance, 401(k), vacation, sick time, parking/public transportation allowance, and an employee assistance program.
- $24 - $28/hour
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