Job Title: Receptionist/Front Office

Location: Oakland, CA 94612

Salary/Payrate: $68K-$76K (some flex) and AWESOME benefits!!!

Work Environment: Fully Onsite

Term: Permanent / Fulltime

Bachelor’s degree required:  No

Referral Fee: AMS will pay $500 should the person you refer gets hired

 

JOB DESCRIPTION #LI-KG1 

The Administrative Assistant supports the Administrative Manager and overall office operations through clerical, organizational, and client-service tasks. This full-time, in-office role involves handling all incoming and outgoing mail, managing phone lines, maintaining office supplies and equipment, organizing meetings, and assisting with visitor reception. Responsibilities also include supporting legal staff with documentation, file management, travel arrangements, and coordinating office events. The role demands strong communication skills, technical proficiency, attention to detail, and the ability to multitask in a professional environment. 

Overview

• Prepare all outgoing mail, packages, envelopes, and certified receipts; weighing and metering for accurate postal rates, and preparing FedEx and UPS Packages
• Route incoming mail and prepare outgoing mail, email, fax correspondence, and vendor deliveries. Hand deliver any certified, registered, or express mail packages to staff/other offices
• Perform copying and scanning as needed
• Stock copy machines on a daily basis and maintain inventory of copier/printer supplies
• Assist with greeting visitors, issuing parking validations, direct incoming calls, and scheduling/setting up conference rooms when the Administrative Assistant is out
• Assist and answer Oakland main phone line, and other office phone line coverage.
• Maintain and update the physical library of the Firm.
• Assist with maintaining firm hardcopy and electronic files in accordance with the firm’s established system
• Manage sorting and transferring of obsolete materials from active files to storage off-site
• Assist legal staff in day-to-day activities and complete special projects as assigned
• Maintain the office appearance, including tidying the office and kitchen
• Manage any food orders for lunches or special events
• Arrange domestic travel as needed
• Consistently promote and model courteous service in a prompt and efficient manner
• Maintain positive relationships with internal and external clients through professional honest interaction
• Apply strong interactive skills to ensure that all reception and conference services are provided seamlessly and positively for all visitors, clients, attorneys and staff
• Coordinate with other Administrative Assistants to assist with coverage as needed
• Maintain compliance with all company policies and procedures
• Assist with management of office social events
• Circulates memorandums and notices from building management to Oakland office.
• Assists with new hire set up, including managing building access cards, ordering office keys and ensuring desk has all necessary equipment, proving office tours, etc.
• Manages scheduling of maintenance requests and plant maintenance.
• Assists when needed with large legal projects, scanning, printing and copying.

Education, Certification, and Training

• High School Diploma or GED; associate’s degree preferred
• Tech savvy and able to maintain and trouble shoot office equipment
• Attention to detail, strong organizational skills, and able to multi-task
• Excellent verbal and written communication skills with proven customer service skills
• Excellent computer proficiency (MS Office – Word and Outlook)
• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices
• Professional work appearance.

Physical Requirements:

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards
• Must be able to lift and carry up to 20 lbs.
• Must be able to talk, listen and speak clearly.