Office Services – Conference Center
Web ID: SFL226020
Classification: Administrative - ClericalHospitality - Hotel
City: Palo Alto
State: CA
Compensation: $55,000 to $65,000 DOE
Education: Some college required; Bachelor’s Degree preferred.
Benefits: Comprehensive Benefits Package
Summary:
Immediate opening for an Office Services Assistant. With limited supervision, this position is responsible for a variety of administrative duties for the conference center, including representing the firm professionally while handling hospitality for internal and external customers. Back-up reception and maintaining the reception area and all conference rooms, providing superb service to clients, visitors, internal customers and supporting other departments as needed as support for the day-to-day operations of the law firm. The position requires efficiency, accuracy, a positive attitude and team-work and is a full-time, non-exempt position with excellent benefits.
Job Description: Essential Duties and Responsibilities
- Provide superb customer service to internal and external clients/visitors.
- Meet and greet visitors and notify proper personnel of arrival.
- Deliver copy paper, supplies, and service to all printer stations
- Stock and stage all conference rooms and visiting attorney offices
- Interfacing with vendors for facilities/building needs (locks, janitors, meter-readers, etc.)
- Managing mail (incoming and outgoing).
- Assist with mailing and delivery of packages as needed.
- Maintaining kitchens to ensure they are tidy and stocked appropriately.
- Ordering office and pantry supplies as needed.
- Meet with vendors making deliveries or with company representatives who arrive to service the office.
- Check-in deliveries and distribute as needed.
- Copying and scanning projects.
- Assist with filing tasks as directed.
- Light typing, assisting with mailings and other miscellaneous projects as needed.
- Back up Receptionist by receive incoming calls on multi-line switchboard and accurately facilitate calls.
- Assist with deliveries, courier services, hotel, restaurant and transportation needs.
- Maintain exemplary appearance of the entire office space.
- Schedule heavy volume of meeting room and hotel office requests.
- Issue menu options and provide suggestions to those requiring food during meetings.
- Provide confirmation of meeting and conference room details using AgileQuest Forum Web.
- Prepare detailed reports of existing and upcoming meetings and confirmation schedules.
- Coordinate with the IT department when audio visual equipment is requested for a meeting or when visitors need computer /docking stations and/or wireless access codes.
- Ensure accuracy of room configuration, IT, and catering of scheduled meetings.
- Place catering orders with vendors, verify orders 24 hours prior to scheduled arrival and confirm accuracy of order upon arrival.
- Use sound judgment to prioritize space and logistics to accommodate demands for conference rooms.
- Perform routine filing and record keeping maintenance.
- Provide customer support for Business Center, i.e. faxing, printing, copying, wireless access.
- Update floor maps, phone directories and other internal lists.
- Daily prepare and post UPS packages, Federal Express packages and US mail.
- Organize and distribute incoming mail and packages.
- Create name tags for meetings.
- Prepare weekly visitor log.
- Assists in monitoring, reconciling and tracking catering expenses and submitting electronically for payment.
- Assist with other tasks and duties as assigned by Office Administrator.
Essential Duties and Responsibilities
- Provide superb customer service to internal and external clients/visitors.
- Meet and greet visitors and notify proper personnel of arrival.
- Deliver copy paper, supplies, and service to all printer stations
- Stock and stage all conference rooms and visiting attorney offices
- Interfacing with vendors for facilities/building needs (locks, janitors, meter-readers, etc.)
- Managing mail (incoming and outgoing).
- Assist with mailing and delivery of packages as needed.
- Maintaining kitchens to ensure they are tidy and stocked appropriately.
- Ordering office and pantry supplies as needed.
- Meet with vendors making deliveries or with company representatives who arrive to service the office.
- Check-in deliveries and distribute as needed.
- Copying and scanning projects.
- Assist with filing tasks as directed.
- Light typing, assisting with mailings and other miscellaneous projects as needed.
- Back up Receptionist by receive incoming calls on multi-line switchboard and accurately facilitate calls.
- Assist with deliveries, courier services, hotel, restaurant and transportation needs.
- Maintain exemplary appearance of the entire office space.
- Schedule heavy volume of meeting room and hotel office requests.
- Issue menu options and provide suggestions to those requiring food during meetings.
- Provide confirmation of meeting and conference room details using AgileQuest Forum Web.
- Prepare detailed reports of existing and upcoming meetings and confirmation schedules.
- Coordinate with the IT department when audio visual equipment is requested for a meeting or when visitors need computer /docking stations and/or wireless access codes.
- Ensure accuracy of room configuration, IT, and catering of scheduled meetings.
- Place catering orders with vendors, verify orders 24 hours prior to scheduled arrival and confirm accuracy of order upon arrival.
- Use sound judgment to prioritize space and logistics to accommodate demands for conference rooms.
- Perform routine filing and record keeping maintenance.
- Provide customer support for Business Center, i.e. faxing, printing, copying, wireless access.
- Update floor maps, phone directories and other internal lists.
- Daily prepare and post UPS packages, Federal Express packages and US mail.
- Organize and distribute incoming mail and packages.
- Create name tags for meetings.
- Prepare weekly visitor log.
- Assists in monitoring, reconciling and tracking catering expenses and submitting electronically for payment.
- Assist with other tasks and duties as assigned by Office Administrator.
Job Requirements: Qualifications
- Some college required; Bachelor’s Degree preferred.
- Minimum of one to three years customer service experience in a large office environment and/or experience with corporate meeting planning is required.
- Accurate keyboard skills and proficiency in Outlook, Microsoft Word and Excel are required.
- Computer aptitude and ability to master other Firm software.
- Working knowledge of Cisco Call Manager Attendant Console and AgileQuest Forum Web or other meeting room reservation software is preferred.
- Strong verbal and written skills are required.
- Must be able to reconcile invoices, performing related mathematical computations.
- Must be pro-active self-starter, with desire to provide first-rate customer service.
- Must work well in a team environment.
- Attention to detail is required and ability to troubleshoot issues in an effort to prevent or solve problems.
- Sound judgment and logical decision-making are critical in this position.
- Must have ability to multitask with high degree of accuracy and efficiency.
- Must be able to organize and prioritize numerous tasks and complete them under time constraints.
- Strong interpersonal skills are necessary in order to communicate by phone with attorneys, staff and vendors.
Physical Demands
- Must be able to effectively communicate in person and via telephone with clients, external vendors and building management.
- Must be able to routinely lift and carry items weighing up to 10 pounds.
- Must be able to sit or stand for long periods of time.
- Must be able to lift, squat, kneel and bend.
- Must be able to retrieve and replace objects from high shelves using appropriate step ladder.
- Must be able to concentrate and work at a computer and switchboard for several hours without a break.
Qualifications
- Some college required; Bachelor’s Degree preferred.
- Minimum of one to three years customer service experience in a large office environment and/or experience with corporate meeting planning is required.
- Accurate keyboard skills and proficiency in Outlook, Microsoft Word and Excel are required.
- Computer aptitude and ability to master other Firm software.
- Working knowledge of Cisco Call Manager Attendant Console and AgileQuest Forum Web or other meeting room reservation software is preferred.
- Strong verbal and written skills are required.
- Must be able to reconcile invoices, performing related mathematical computations.
- Must be pro-active self-starter, with desire to provide first-rate customer service.
- Must work well in a team environment.
- Attention to detail is required and ability to troubleshoot issues in an effort to prevent or solve problems.
- Sound judgment and logical decision-making are critical in this position.
- Must have ability to multitask with high degree of accuracy and efficiency.
- Must be able to organize and prioritize numerous tasks and complete them under time constraints.
- Strong interpersonal skills are necessary in order to communicate by phone with attorneys, staff and vendors.
Physical Demands
- Must be able to effectively communicate in person and via telephone with clients, external vendors and building management.
- Must be able to routinely lift and carry items weighing up to 10 pounds.
- Must be able to sit or stand for long periods of time.
- Must be able to lift, squat, kneel and bend.
- Must be able to retrieve and replace objects from high shelves using appropriate step ladder.
- Must be able to concentrate and work at a computer and switchboard for several hours without a break.