Operations & Reception Specialist

Fish & Richardson P.C.; Austin (TX); On-site; USD 34,000 - 46,000; Full time

Benefits offered by this job

Competitive pay & bonus

Strong retirement plans

Family-friendly benefits

Vault ranking

Job summary

Fish & Richardson, the premier global intellectual property law firm, is seeking an Operations Assistant - Receptionist for our Austin office. You will answer phones, greet clients, schedule rooms, coordinate catering, and support daily office operations in a fast-paced environment.

The role requires strong Microsoft Office skills, excellent teamwork, and a willingness to work onsite five days per week in Austin. Prior office administration experience, preferably in a law office, is valued.

Qualifications

• High school diploma or equivalent.
• 6+ months professional office administration experience; preferably in a law office.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) to create, edit and manage documents.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to work well within a team-oriented environment and contribute to effective team relationships as well the ability to work independently.
• Interpersonal skills necessary to communicate by telephone and in person with a diverse group of visitors, vendors, attorneys, and staff to provide information with courtesy and tact.
• Ability to work onsite in the Austin office 5 days per week is required.

Responsibilities

• Answer phones and direct calls. Operate a multi-line telephone console to relay incoming, outgoing and intra-system calls.
• Meet and greet clients and visitors to the office, ensure proper clearance and routing.
• Schedule conference rooms and attorney visiting offices and maintain records. Deliver and set up food and refreshments in advance of meetings.
• Coordinate catering orders for meetings and events.
• Maintain neatness of lobby, reception area, conference rooms, and visiting offices. Ensure all equipment is available and working, surfaces are clean, and supplies are replenished as needed.
• Schedule video conferences, keep track of connections and equipment, arrange conference calls, provide conference room support for video conferencing and device setup assistance.
• Assist with new hire onboarding, including preparation of orientation paperwork, communicating general office policies, answering employee questions, directing them to others as appropriate.
• Log and distribute all incoming and outgoing mail, packages, deliveries, and faxes. Ensure delivery to the proper recipient. Maintain record of outgoing packages and other items. Schedule courier deliveries and pick-ups as requested.
• Manage kitchen and office supply inventory levels, stock and order supplies as needed.
• Assist with coordination of office social events (e.g, summer outing, holiday party, monthly socials, staff appreciation day, etc.) as requested by Office Manager.
• Receive, code, and forward invoices and expense reimbursements to accounting. Follow up with accounting regarding any problems.
• Assist with coordination of office repairs, renovations, and facility-related projects.
• Complete assigned copying, scanning, printing, and binding projects.
• Assist with administrative tasks to support the Operations Department, Practice Groups, and other administrative groups as requested by the Office Manager.

Skills

Office administration

MS Office

Task prioritization

Interpersonal skills

Teamwork

On-site work

Independent work

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Fish & Richardson, the premier global intellectual property law firm, is seeking an Operations Assistant - Receptionist for our Austin office. You will answer phones, greet clients, schedule rooms, coordinate catering, and support daily office operations in a fast-paced environment.

The role requires strong Microsoft Office skills, excellent teamwork, and a willingness to work onsite five days per week in Austin. Prior office administration experience, preferably in a law office, is valued.