administrative assistant Santa Monica, CA
Cooley
Full Time
Santa Monica, CA
28 - 24 USD HOURLY Today
Job description
Cooley is seeking a Receptionist/Office Assistant to join the Facilities team.
Position Summary: The Receptionist/Office Assistant will provide professional and personable point-of-contact support to clients and visitors of Cooley LLP. The Receptionist/Office Assistant will focus on establishing effective work relationships with clients, attorneys and staff and providing exceptional customer service. The Receptionist/Office Assistant will assign reservable office space and communicate information about building access, parking and applicable Cooley policies to employees and visitors. In addition to greeting guests and answering and directing calls, the Receptionist/Office Assistant will assign and coordinate meetings in EMS, as requested. Meeting assistance may include arranging catering with food services vendors, coordinating with colleagues in Office Services/Facilities, Information Services (IS), and other departments to ensure that all requests for space, catering, IS support, and facilities and A/V equipment are well-managed. The Receptionist/Office Assistant also performs administrative tasks such as reconciling the Operations Manager’s corporate card each month, creating flyers, menus and menu cards for meetings and events, updating documents/information on the firm’s intranet (CooleyNet) page and submitting work orders/requests to property management. Specific duties and responsibilities include, but are not limited to, the following:
Position Responsibilities:
- Answer the telephone and take complete and accurate messages for attorneys/staff/clients or direct caller to voice mail, when appropriate
- Greet, announce, and log all visitors. Collect information to register visitors, input information and send email confirmations
- Maintain a secure environment at reception area and floor entrances, ensuring that clients, vendors, and guests (including former employees) do not enter our space without approval
- Maintain Meeting Room Manager Scheduling (EMS) for conference rooms and reservable office space. Work closely with the Director of Administration, Facilities Manager and the Facilities/Office Services and Information Services (IS) teams to ensure meetings run smoothly. Respond promptly to conference room and reservable space requests or questions, providing excellent customer service when resolving issues
- Direct colleagues, clients, and guests within our space using a positive attitude
- Be aware of firm personnel coming and going. Create, propose, and utilize systems to carry out this task in an efficient manner. Inform relief receptionist of lawyer and staff whereabouts during the day
- Direct inquiries from clients, guests, and employees to the appropriate Cooley team(s), such as Facilities, Information Services (IS), etc.
- Provide parking validation to clients, visitors, and employees in accordance with the guidelines communicated by the Operations Manager. Maintain log tracking validation utilization and notify the Operations Manager and Facilities Coordinator when remaining inventory goes below set thresholds. Proactively monitor upcoming office events/meeting reservations in EMS to determine if current inventory is sufficient or if additional validations need to be ordered to meet the needs of future events based on provided headcount estimates.
- Manage visitor access cards for the office. Maintain a log showing the recipient for each card, card number and the date it was issued and returned. Review the log daily and follow up with any recipients who are no longer on-site but still have an access card and arrange for the card to be returned. Report any lost or stolen cards to the Operations Manager and Facilities Coordinator immediately for deactivation.
- Greet and record/log visiting attorneys and personnel from other Cooley offices and inform Information Services (IS) and Facilities/Office Services staff of visitors
- Knowledgeable of all personnel and departments in the office. Utilize appropriate resources to provide information regarding personnel and departments in other offices of the firm
- Work with Operations Manager for resolution when schedule conflicts or any issues with vendors or clients arise
- Maintain an organized electronic system for receipts for catering orders and miscellaneous office expenses charged to the Operations Manager’s corporate credit card and reconcile the monthly card statements in a timely manner
- Create flyers, menus and menu cards for meetings and events
- Update relevant documents/information on the firm’s intranet (CooleyNet) page, such as local hotel and restaurant recommendations, staff rosters, and visitors
- Submit work orders and requests to property management as appropriate/directed by the Operations Manager
- Serve as a backup to the Facilities Coordinator for invoice processing using the firm’s invoice software (Chrome River)
- Provide coverage for e-mail requests and phone calls for the Santa Monica office as needed
- All other duties as assigned
Skills & Experience
Required:
- After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
- Available to work overtime, as required
- Familiarity with making international and long-distance calls to enable the Receptionist/Office Assistant to assist clients, guests, or firm personnel
- Prior customer service or receptionist experience
Preferred:
- Bachelor’s degree
- Prior concierge experience
- Previous law firm experience
Competencies
- Excellent telephone skills
- Detail-oriented and adaptable
- Punctual
- Pleasant and professional demeanor with clear speaking voice and excellent spoken and written command of English
- Excellent verbal, written, organizational, computer, and interpersonal skills
- Ability to maintain confidentiality
- Ability to work effectively both individually and in a team environment
- Ability to identify potential issues and proactively develop and implement a plan to prevent them from occurring
- Knows the difference between when to solve an issue on one’s own and when to elevate it to the next level for help
- Excellent problem-solving abilities
- Reliable and cooperative manner
- Ability to prioritize and handle multiple tasks simultaneously.
- Ability to work well under pressure within a deadline-driven environment
Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.
EOE.
The expected hourly pay range for this position is $24.00 - $28.00. Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.
We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off (“PTO”) and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.
