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Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking a Receptionist in the San Francisco office, reporting to the San Francisco Office Administrator.
The Receptionist is responsible for providing a wide range of administrative support to the entire office, including managing the reception area, and the front of house conference rooms. The Receptionist is expected to represent the firm in a polite and professional manner, and to perform all responsibilities with a commitment to providing superior service to the firm’s attorneys, advisors, staff, and clients, while maintaining an atmosphere of teamwork and continuous improvement.
Key responsibilities of this position include:
- Serve as primary contact for general administrative, event, and visitor inquiries
- Prepare a wide variety of correspondence, memos/letters and email in response to routine questions
- Answer telephones (internal and external calls); manage call screening, routing, and messages
- Perform all tasks related to reservations of visitor offices and conference rooms, including managing bookings in the scheduler program
- Obtain all necessary details regarding events to ensure smooth execution
- Coordinate all event and conference room service functions with appropriate personnel to ensure all needs are met
- Coordinate meals and/or refreshments and any audio-visual needs
- Send out weekly Conference Room Schedule and office visitor list; send daily in-office visitor announcements
- Ensure building access for all approved visitors and vendors
- Greet, welcome, and announce clients and visitors to the office
- Assist attorneys, visitors, and staff with conference calls, videoconferences, and wi-fi access
- Track and maintain parking validation log
- Distribute and track visitor keys and access key cards
- Work in tandem with and provide coverage for the Office Services Assistant
- Copy, scan, and save documents to the document management system
- Process invoices, expenses, and enter attorney time
- Process, prepare, and distribute incoming and outgoing mail
- Assist with the planning and execution of internal events
- Work with the Diversity, Equity & Inclusion Department on events and be their primary point of contact for assistance with local administrative projects
- Make hotel, travel, and restaurant reservations for attorneys, clients, and visitors
- Serve as Receptionist for special office events (conferences, symposia, training programs), and direct outside visitors to their destinations
- Coordinate with building management and other building facility departments to resolve work orders service and tenant requests
- Notify Director of Operations and Office Administrator of security concerns
- Perform clerical, administrative, and special projects, as assigned
Qualifications (Experience, Knowledge, Skills & Abilities):
- High School Diploma or equivalent
- Minimum of one year of experience in a professional services environment; Office Services, Catering, or Conference Services experience is a plus
- Excellent telephone manner and oral communication skills
- Thorough knowledge of office procedures for conference room and food service scheduling
- Ability to handle difficult situations with discretion, tact, and diplomacy
- Familiarity with office and firm personnel
- Familiarity with office space (location of specific departments, offices, conference rooms, etc.)
- Ability to operate office equipment and technology used on a regular basis, including computers, copiers and telephones
- Ability to read, comprehend, and follow instructions
- Ability to respond to changing priorities
- Ability to handle many tasks simultaneously and prioritize
- Ability to perform clerical tasks quickly and with a high degree of accuracy
- Ability to work with a wide range of people in a team setting
- Ability to establish effective working relationships with clients, vendors, and others outside the firm
- Ability to establish effective working relationships within the department, office, and firm
- Strong service orientation
- Legible handwriting
- Excellent organizational and record-keeping skills
- Commitment to professional growth and development
The base salary range for this position in California is $52,000 to $62,000. Additional information about benefits and rewards can be found here.
Akin Gump Strauss Hauer & Feld LLP participates in E-Verify for purposes of verifying employment eligibility
