Job Description

Job Description

Job Description

Frost Brown Todd LLP , a national law firm with 1000+ legal and business professionals in eighteen offices, is currently searching for a full-time Office Assistant/Receptionist to join our San Francisco office. This individual will play a crucial role in supporting our team and providing a welcoming environment to our clients and guests.

Key Responsibilities:

• Answer and route all incoming calls to the appropriate FBT personnel.
• Greet clients, vendors and other FBT personnel in a courteous and professional manner, ensuring proper clearance and routing of respective parties in accordance with firm policies. Notify attorneys and/or assistants accordingly and direct guests and clients to conference rooms.
• Maintain cleanliness of conference rooms, reception desk and surrounding areas. Ensure beverages are stocked and available in the conference center.
• Maintain the conference center schedule using PC based software and coordinate accommodations for conferences, events and receptions with attorneys and business professionals.
• Record and maintain all parking validations distributed to clients and visitors and handle the monthly reconciliation of charges.
• Place food orders, coordinate payment and set up lunches for the conference center.
• Track office and kitchen supplies, report low stock, and confirm all items are delivered as expected.
• Assist with office maintenance requests as needed.
• Assemble files and file information utilizing alphabetical, numerical, and other filing guidelines.
• Retrieve mail from mail drop-off area, sort and distribute all incoming mail. Sort and process all outgoing mail, including overnight packages via UPS and FedEx.
• Utilizing the CST workflow application, provide general legal administrative assistance as needed by the legal practice assistants, paralegals and attorneys in a back-up or overflow capacity, including typing routine letters, pleadings, or exhibits, as well as handling general copying and scanning.
• Assist with travel arrangements, expenses reimbursements and other routine tasks as requested.
• In person interaction and communication with FBT personnel, clients and/or representatives at the worksite.

Job Requirements:

• Some college preferred, or equivalent combination of education, training, and experience.
• Previous law firm experience preferred.
• Computer proficiency, preferably with Microsoft Office products such as Word, Excel, and Outlook.
• Ability to operate standard office equipment such as multi-functional devices, copiers, printers, and scanners.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to shift attention from one area of work to another quickly without frustration.
• Interpersonal skills necessary to communicate in person, by e-mail and telephone and follow instruction effectively from a diverse group of attorneys, managers, business professionals, and vendors to provide information with ordinary courtesy and tact.
• Ability to answer phone courteously and professionally and transfer calls quickly. Ability to greet clients in a courteous and professional manner.
• Work occasionally requires a high level of mental effort and strain when performing a high volume of clerical tasks and performing other essential duties.
• Ability to read and write at a level normally acquired through the completion of high school or equivalent to maintain records and filing systems.
• Ability to retrieve and distribute files weighing up to 40 pounds and ability to retrieve and replace objects from shelves up to 8 feet high, sometimes a large amount in a day.
• Work may require irregular hours from time-to-time and occasionally requires more than 40 hours per week to perform the essential duties of the position.

Frost Brown Todd is fully committed to equality of opportunity in all aspects of employment. It is the policy of Frost Brown Todd to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

Frost Brown Todd offers a competitive salary and a comprehensive benefits package including medical, dental, vision, life, disability, and 401k/profit sharing retirement package.

The pay range for this role accounts for the wide range of factors considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. For applicants physically based in California, a reasonable estimate of the current range is $24.00 – $29.00 hourly. Actual pay will be determined based on skills, relevant experience and other job-related factors, consistent with applicable employment laws.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Consistent with the requirements of applicable state and local laws, including the San Francisco Fair Chance Ordinance, FBT will consider for employment all qualified applicants, including those with arrest and/or conviction records.

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