Office Assistant

Knobbe Martens; Los Angeles (CA); On-site; USD 55,000 - 60,000; Full time

Benefits offered by this job

Medical, dental, vision

401(k) with profit-sharing

Paid time off + holidays

Pet insurance

Job summary

Knobbe Martens in Los Angeles is seeking a professional receptionist to handle front-desk duties, answer calls, greet clients, and support attorneys and staff to ensure a smooth, professional office flow.

You will manage lobby and conference rooms, route messages, assist with events, and maintain a welcoming reception area. Strong English communication and MS Office skills are essential in our fast-paced firm.

Qualifications

• Previous receptionist/phone experience is required.
• Zoom phone system experience is preferred.
• Must be proficient in English, communicating professionally.
• Effective writing skills; proofreading, spelling, grammar, and punctuation.
• Strong computer skills; proficient in Microsoft Office Suite.
• Able to pay attention to detail, follow procedures and work effectively with others.
• Customer-service oriented and present a professional image.
• Able to work with minimal supervision, exercising good judgment and decision-making.
• Able to thrive in a fast-paced, dynamic environment.
• Team player and a positive attitude is a must.
• Must meet minimum testing requirements.Able to lift and carry up to 15 pounds.

Responsibilities

• Answer and route incoming calls on a multi-line telephone system and take detailed messages as needed.
• Greet clients, visitors, and vendors, notifying the appropriate party of their arrival.
• Ensure neatness of lobby area, kitchen, conference and copy rooms.
• Monitor reception area so that non-employees are not permitted into office without being identified.
• Receive deliveries and route according to established procedure.
• Make vendor service calls for building and equipment as required.
• Notify supervisor, building security, and/or police of emergency or security problems as required.
• Maintain adequate stock of supplies for kitchen, conference and copy rooms.
• Set up kitchen and conference areas for meetings and social events.
• Receive and distribute faxes according to procedure.

Skills

Receptionist experience

Phone system experience

English proficiency

Attention to detail

Customer service

Microsoft Office

Professional communication

Team player

Judgment and initiative

Lifting to 15 pounds

Tools

Zoom phone system

Job description

General Summary

Responsible for answering calls, greeting guests, gathering, managing, and disseminating information with the purpose of ensuring the smooth running of the reception area. Work cohesively with team members and attorneys to provide efficient, excellent internal and external customer service and a welcoming, professional environment.

Responsibilities

• Answer and route incoming calls on a multi-line telephone system and take detailed messages as needed.
• Greet clients, visitors, and vendors, notifying the appropriate party of their arrival.
• Ensure neatness of lobby area, kitchen, conference and copy rooms.
• Monitor reception area so that non-employees are not permitted into office without being identified.
• Receive deliveries and route according to established procedure.
• Make vendor service calls for building and equipment as required.
• Notify supervisor, building security, and/or police of emergency or security problems as required.
• Maintain adequate stock of supplies for kitchen, conference and copy rooms.
• Set up kitchen and conference areas for meetings and social events.
• Receive and distribute faxes according to procedure.
• Open, date-stamp, and process all mail, including courier packages. Maintain cost entries according to established procedures.
• Prepare and update status reports, binders and charts.
• Input accurate billable hours into the billing system. Assist with corrections to Pre-Bills.
• Assist with internal firm events and/or socials as requested.
• Assist the Business Development staff with the coordination of local seminars and events, including logistics, research, tracking, exhibit booth setups, catering, etc.
• Work closely with OC Library Coordinator to provide library maintenance support.
• Lend support to the overall function of the office and perform other duties as requested by the Supervisor and Administration.

Qualifications

• Previous receptionist/phone experience is required. Zoom phone system experience is preferred.
• Must be proficient in the English language, communicating professionally.
• Effective writing skills; excellent proofreading, spelling, grammar, and punctuation.
• Strong computer skills; proficient in Microsoft Office Suite.
• Able to pay attention to detail, follow procedures and work effectively with others.
• Must be customer-service oriented and present a professional image.
• Able to work with minimal supervision, exercising good judgment and decision-making.
• Able to thrive in a fast-paced, dynamic environment.
• Team player and a positive attitude is a must.
• Must meet minimum testing requirements.Able to lift and carry up to 15 pounds.

Supervisor’s Title

Senior Manager, Legal Support Services

Status

Full-time, Non-Exempt

Hours

Monday through Friday, 8:30 a.m. to 5:30 p.m. This position depends upon the ability of the employee to work closely with attorneys and staff members during regularly scheduled hours. This position requires the ability to work overtime, which often cannot be predicted in advance.

Compensation and Benefits

• Salary Range: Competitive annual base salary, estimated to be between $55,000-$60,000.
• Benefits Package: Comprehensive medical, dental, and vision coverage, including optional pet insurance.
• Retirement Savings: 401(k) plan with a generous discretionary profit-sharing contribution.
• Paid Time Off: Substantial PTO plus 10 paid holidays.