Front of House - Client Services Assistant - SF

Role purpose

The Front of House Client Services Assistant is an exciting, challenging and rewarding role. The Front of House client assistant works as part of an integrated care team to provide high quality administrative support and service to external and internal customers. Our Client Services assistants are the Firm ambassadors, the voice and image of our firm, the first person that visitors and employees see when they enter our office.

Key relationships

1. Partners/Counsel/Associates
2. Shared Service teams
3. Colleagues in other offices in the firm's network
4. External clients

Responsibilities

General Client Assistant duties – management of calls, emails and bookings etc.

1. Schedule appointments and events including car services
2. Greet and assist onsite guests with a positive, helpful attitude, providing them with a professional welcome, going above and beyond on their service approach.
3. Handling calls, screening and directing calls to the appropriate persons.
4. Proactive management of emails, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up
5. Organize and maintain emails and documents
6. Schedule meeting rooms, ensuring that each conference room has the necessary supplies, beverages, video conferencing, etc. prior to the clients meeting
7. Client meetings assistance such as copying/scanning/faxing, client interaction and team support
8. Set up visitor offices as well as assist with their requests such as booking restaurants, cars, etc.

Audio Video Support –

1. Assist in booking virtual or in office Webex, MS Teams and Zoom meetings for internal and external clients
2. Perform tests in advance of scheduled meetings
3. Support meetings and presentations with video cameras, adjust amplifiers, coordinate graphics used in displays, etc.
4. Provide technical support for teleconferences, webinars as well as edit, copy and store videotapes for CLE, etc.
5. All Client assistants are trained in basic AV support

Finance – preparation of car service invoices

1. Review and update East Coast, Sunnys and Uber rides, making sure all charges are billed with correct GL or Client Matter
2. Review and update high volume of calls in Arkadin making sure all charges are billed to the correct matter

Key requirements

1. 15+ years of experience in a similar office support role
2. Good working knowledge of Office 365 including MS Word, Excel, PowerPoint and Outlook
3. Tech savviness
4. Experience with iManage a plus
5. Experience using a conference room booking system preferred (especially Condeco)
6. Ability to work Overtime
7. Display strong organization skills and flexibility to juggle multiple demands
8. Demonstrate strong attention to detail and produce high quality / accurate work
9. Show a proactive approach to tasks and situations
10. Work effectively as part of a team and support colleagues
11. Build successful relationships with fee earners to add value to the deal team
12. Ability to work on-site 5 days per week

Who we are looking for

1. Maintain tact and diplomacy, trust and confidentiality
2. Exhibit strong professional communication skills, both oral and written
3. Demonstrate a positive attitude in all aspects of the role, taking personal responsibility and ownership
4. Have a positive approach to change and adapt to changing requirements
5. Take responsibility for own development to improve performance
6. Take responsibility for ensuring personal development and IT skills are maintained and improved

Salary 50-75k DOE