Frost Brown Todd LLP, a national law firm of 1000+ legal and business professionals in eighteen offices, is currently seeking an
Office Assistant/Receptionist to join our Newport Beach office located in Fashion Island. 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.
- Provide a high level of customer service to internal and external clients.
- Meet and greet clients, vendors and other FBT personnel in a courteous and professional manner. Ensure proper clearance and routing of respective parties in accordance with firm policies. Contact attorney and/or assistant accordingly and direct guest/clients to conference rooms.
- Maintain cleanliness of conference rooms, reception desk, visiting offices, break rooms and surrounding areas.
- Provide beverage services to clients and/or conference center.
- Maintain conference center schedule using PC based software. Work with and communicate to attorneys and business professionals all accommodations for conferences, events and receptions.
- Record and maintain all parking validations distributed to clients and visitors, including monthly reconciliation of charges.
- Notify by email everyone in the Newport Beach office of visiting attorneys from other offices indicating visiting office location.
- Place food orders, coordinate payment and set-up lunches for conference center.
- Maintain inventory of office/kitchen supplies and validate when deliveries are completed.
- Assist Office Manager with office maintenance requests as needed.
- Prepare labels for Records and assist with creation of files. Assemble files and file information utilizing alphabetical, numerical, and other filing guidelines.
- Provide general secretarial assistance as needed by the business professionals and attorneys in a back-up or overflow capacity, consisting of typing routine letters, pleadings, or exhibits, etc.
- Assist with general copying and scanning as required by attorneys and business professionals.
- Assist attorneys with travel arrangements, expenses reimbursements and other routine tasks.
- Assist Office Manager, attorneys and business professionals with special projects as needed.
Job Requirements: - Some college preferred, or equivalent combination of education, training and experience.
- Minimum of 1 year of customer service experience required, preferably in an office or professional setting.
- 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.
- Exemplary organization and attention to detail skills, and ability to multi-task.
- A flexible, professional and team-oriented disposition.
- A willingness to strive for the highest quality client service possible.
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 $21.50 - $26.50 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.