Legal Staff Receptionist in Palo Alto, CA

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Law Firm

Palo Alto, CA

Legal Staff Receptionist in Palo Alto, CA

Legal Staff

Min 1 yrs required

No

Job Title: Concierge Assistant

Job Responsibilities:
The Concierge Assistant at the law firm is responsible for maintaining the Concierge Center and providing services for guests and visitors. This role involves overseeing the daily activities of the conference rooms and ensuring a positive and exceptional customer service experience for all guests and personnel. Key responsibilities include:

Catering:
- Compile and provide catering options such as menus.
- Submit catering and event orders.
- Monitor food and beverage orders to ensure each meeting is serviced to the highest standards.

Coordination:
- Manage daily activities in the conference center, including greeting visitors and coordinating with food service vendors, receptionists, facilities, and the IS team.
- Coordinate logistics for scheduled meetings and catering, including room setup with guest services and facilities staff.
- Coordinate check-in and food tables for client events and roundtables.
- Monitor conference rooms to ensure they are well supplied and maintained in an orderly fashion.
- Coordinate after-hours support with the landlord as needed.
- Assist with travel, car, and restaurant reservations when applicable.
- Monitor guest services and facilities emails from conference rooms.
- Provide backup support for reception as needed.
- Assist with organizing visitor office reservations, including cleaning and supplying visiting workspaces.
- Complete internal moves, including cleaning space prior to new hire arrival and after employee departures.
- Prepare spot maps for quarterly floor care service as needed.
- Clean out all pantry refrigerators on a monthly basis as needed.

Scheduling:
- Assist users with walk-up booking of conference rooms.
- Work closely with guest services, facilities staff, and local Information Services (IS) to ensure meetings run smoothly.
- Respond promptly to resolve issues with excellent customer service.

Technology:
- Manage conference center scheduling system (EMS) to ensure meeting reservations are entered properly.
- Monitor the accuracy of EMS room panels.
- Assist the IS team with technology needs.
- Assist with printing and light document edits as requested.

Miscellaneous:
- Be familiar with all employees and departments in the office.
- Perform all other duties as assigned or required.

Education and Experience Information:
Required:
- Proficiency in the Microsoft Office suite, iManage, and other firm applications after orientation.
- Availability to work overtime as required.
- Flexibility to work evenings and weekends if necessary.
- 1+ years of applicable experience, with an emphasis on hospitality and/or event coordination.
- Strong telephone/console operator skills and previous experience with office equipment.
- Familiarity with making international and long-distance calls.

Preferred:
- Prior receptionist/concierge desk and event planning experience.
- Experience in a law firm or other professional services environment.
- Bachelor’s degree.

Competencies:
- Good listener with exemplary customer service and responsiveness.
- Pleasant and professional demeanor with a clear speaking voice.
- Ability to work well with clients, support staff, and attorneys without supervision.
- Excellent organizational skills, competent in vendor management, and problem-solving abilities.
- Ability to work well under pressure and perform repetitive tasks.
- Excellent follow-up skills and attention to detail.
- Flexible team player with a ‘can do’ attitude and resourcefulness.
- Ability to handle customer complaints effectively and tactfully.
- Punctuality.

Salary Information:
The expected hourly pay range for this position, with a work schedule of 40 hours per week, is - , which translates to an annual salary of $56, - $68,. The final offer amount will depend on geographic location, applicable experience, and the candidate's skill set.

The law firm offers a competitive compensation package and excellent benefits, including medical, dental, vision, and life insurance. Employees have access to health savings accounts, flexible spending accounts, pre-tax commuter benefits, long-term care coverage, backup care for children and/or adults, and other parental support benefits. The firm provides firm-paid life insurance, AD&D, LTD, short-term medical benefits, 20 days of Paid Time Off (PTO), and 10 paid holidays each year. Generous parental leave and fertility benefits are also provided. New employees will attend a detailed benefit orientation to learn more about the available benefits and resources.

Jun 06, 2025
Apr 25, 2025
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