Receptionist/Office Services Assistant

Our Silicon Valley office has an opening for a Receptionist/Office Services Assistant who will be responsible for answering phones and responding to Facilities Hotline requests. This position is the primary interface for the attorneys, employees, clients and guests who visit and call the Firm’s Silicon Valley Office. In addition, the individual will assist with the preparation, clean-up and stocking of kitchens, conference rooms and multi-purpose rooms for meetings and special events, including the setup of refreshments and meals.

Responsibilities Include:
- Acts as the initial contact and customer service representative for the Firm’s attorneys, clients, employees and guests.
- Greets and directs visitors, assisting with any special needs or requests.
- Screens and directs incoming calls on the Firm’s main line and the Facilities Hotline.
- Maintains a clean and professional environment at the reception desk and in the main lobby and conference center.
- Responds to Facilities Hotline requests; refers requests to appropriate department personnel.
- Manages loaner key fob inventory for employees and authorized vendors.
- Conducts weekly key fob inventory and prepares inventory report.
- Accepts early morning FedEx deliveries and routes same to Copy/Mail personnel.
- Schedules conference rooms and visiting attorney offices as needed or requested.
- Confirms EMS reservations and sends re-confirmations each morning.
- Reserves Fenwick bicycles.
- Submits building maintenance requests to property management.
- Reconciles catering invoices against billing spreadsheet and enters them into Chrome River for approval.
- Arranges catering services as requested by the Office Services Events and Catering Manager.
- Greets process servers and follows Firm’s instructions to determine if subpoenas can be accepted.
- Arranges transportation for guests and/or employees as requested.
- Maintains cab voucher inventory and distributes vouchers as needed.
- Maintains Uber eats vouchers for remote meetings.
- Sends emails to employees regarding dry cleaning delivery, car detailing services and Firm events
- Submits draft Office Service announcement emails to the Office Services Events and Catering Manager for approval.
- Accepts and logs hand-delivered items. Arranges for delivery to recipient.
- Prints and delivers Security Report to the security guard and janitor on a nightly basis.
- Emails Catering & A/V report and Visiting Attorney report to appropriate distribution list nightly.
- Assists with catering functions such as meeting set-ups, clean-ups, kitchen sweeps and conference room sweeps on an as needed basis.
- Assists with last minute basic A/V requests such as PowerPoint presentations and conference calls, as needed.
- Provides support at events and to other facilities positions as requested.
- Actively participates in the Firm’s emergency response plan and acts as a first responder for onsite emergencies, as needed.

Desired Skills and Qualifications:
- Exceptional customer service skills.
- The ability to communicate effectively and tactfully and to follow instructions from a diverse group of clients, attorneys, staff and vendors.
- Demonstrated professionalism, courtesy, diplomacy and tact under pressure.
- The ability to work a flexible schedule, including overtime, early mornings, evenings or weekends, as needed, to ensure adequate reception coverage.
- Computer proficient, with the ability to utilize MS Office applications and conference room scheduling software such as EMS.
- Willingness and ability to sit and/or stand for prolonged periods throughout the workday.
- Ability to work well with others and promote a positive, team-work environment.
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Reporting to the Office Services Events and Catering Manager, the ideal candidate will have 2+ years of prior reception or customer service support experience working in a professional service or hospitality environment. Bachelor's degree preferred.

To be fully considered for the position, please apply online here: https://fenwick.wd1.myworkdayjobs.com/en-US/Fenwick_External_Careers/job...

Benefits and Compensation Details:
At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing.

The anticipated range for this position is:
$53,000 - $69,500

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

A discretionary bonus for eligible employees may also be available based on performance. Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.