Senior Office Services Associate

RRD Company; San Francisco (CA); On-site; USD 26,000 - 36,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

Paid time off

401(k) with company match

Life insurance

Parental leave

Tuition assistance

Job summary

RRD is seeking a Senior Office Services Associate to support a prestigious law firm in San Francisco's Financial District. You’ll greet visitors, manage security badges, coordinate conferences, and deliver concierge-level service with a focus on efficiency and professionalism.

The role requires a polished, independent handler who can multitask in a fast-paced environment, with strong communication and organizational skills. 40 hours/week, on-site schedule.

Qualifications

• High school diploma or equivalent.
• Minimum of three year reception experience required in a banking, legal or large corporate environment.
• Excellent verbal and written communication skills, including professional telephone and email etiquette.
• Skilled in the use of mail, phone, email, digital reprographics and mail equipment.
• Familiar with general back office procedures to meet and maintain client satisfaction.
• Good problem-solving skills, with the ability to elevate issues to supervision.
• Exceptional customer service to communicate with callers, visitors, clients, and coworkers.
• Able to make independent decisions that conform to business needs and policy.
• Attention to detail with good organizational skills.
• Able to meet deadlines and complete all projects timely.
• Ability to handle sensitive/confidential documents and information.
• Willingness to learn in-depth knowledge of the company to handle calls and greet visitors.
• Ability to work in a fast-paced team environment.
• Ability to interact with multi-functional and diverse backgrounds.
• Positive, proactive attitude.

Responsibilities

• Coordinate and manage conference room and meeting reservations, ensuring rooms are properly scheduled and prepared for internal meetings, client visits, and special events
• Answer incoming calls, received on a multi-line phone system, in a cordial, professional and timely manner. Transfer calls to appropriate individuals
• Greet clients and visitors to the office with warmth and professionalism. Notify employees of visitor’s arrival when necessary
• Register visitors and guests in building security systems, maintain accurate visitor logs, and ensure all security protocols are followed
• Provide white-glove, concierge-style service to clients, staff, and guests, ensuring a welcoming and seamless experience
• Partner closely with Office Services personnel to coordinate guest arrivals, meeting logistics, room setup, and visitor escorts throughout the office
• Perform work in office services, primarily reprographics, mail and intake functions according to established procedures
• Communicate with manager and client on job or deadline issues
• Handle additional projects as assigned. Handle sensitive and/or confidential document and information
• Meet contracted deadlines for accepting, completing, and delivering all work
• Troubleshoot basic equipment problems
• Prioritize workflow
• Be able to lift up to 50 lbs. on a regular basis
• Interact with clients in person, over the phone or electronically
• Adhere to Williams Lea policies in addition to client site policies
• Use equipment and supplies in a cost-efficient manner

Skills

Excellent verbal communication

Written communication

Professional telephone etiquette

Email etiquette

Attention to detail

Organizational skills

Independent decision making

Team collaboration

Typing

Customer service

Microsoft Word

Microsoft Excel

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Job description

• Compensation: USD 19.13 - USD 26.44 - hourly

Company Description

RRD provides marketing, packaging, print, and business services to the world’s most respected brands. The company’s proprietary technology, advanced data analytics, and expertise fuel organizational decision-making from strategy through execution, delivering sustainable solutions with the lowest possible environmental impact. Global organizations and regulated industries trust RRD to reduce complexity and drive audience connections across the entire customer journey.

Job Description

This is a highly visible, client-facing position supporting a prestigious law firm in San Francisco's Financial District with approximately 120 employees across three floors. As the Senior Office Services Associate, you'll serve as a key partner to the Receptionist, helping deliver a white‑glove experience for attorneys, clients, and visitors while ensuring the front‑of‑house operation runs smoothly.

On a typical day, you'll greet and register visitors, manage building security and access badges, escort guests to meeting rooms, coordinate conference room reservations, assist with catering arrangements, answer and route calls, handle scheduling and administrative tasks, and provide concierge‑level service to everyone entering the office. You'll also support general office services operations, troubleshoot basic issues, and help ensure meetings and client visits are executed seamlessly.

What Makes Someone Successful in This Role?

The ideal candidate is polished, professional, and genuinely enjoys providing exceptional customer service. They must be comfortable working independently, making decisions on their own, and managing multiple priorities in a fast‑paced corporate environment. Strong communication, organization, attention to detail, typing/computer skills, and the ability to interact confidently with attorneys, executives, clients, and visitors are essential.

Schedule:40 hours per week, Monday-Friday 8am-5pm with a 1-hour unpaid lunch break

Work format: Fully onsite

Job duties

• Coordinate and manage conference room and meeting reservations, ensuring rooms are properly scheduled and prepared for internal meetings, client visits, and special events
• Answer incoming calls, received on a multi‑line phone system, in a cordial, professional and timely manner. Transfer calls to appropriate individuals
• Greet clients and visitors to the office with warmth and professionalism. Notify employees of visitor’s arrival when necessary
• Register visitors and guests in building security systems, maintain accurate visitor logs, and ensure all security protocols are followed
• Provide white-glove, concierge-style service to clients, staff, and guests, ensuring a welcoming and seamless experience
• Partner closely with Office Services personnel to coordinate guest arrivals, meeting logistics, room setup, and visitor escorts throughout the office
• Perform work in office services, primarily reprographics, mail and intake functions according to established procedures
• Communicate with manager and client on job or deadline issues
• Handle additional projects as assigned. Handle sensitive and/or confidential document and information
• Communicate with supervisor or client on job or deadline issues
• Meet contracted deadlines for accepting, completing, and delivering all work
• Troubleshoot basic equipment problems
• Prioritize workflow
• Be able to lift up to 50 lbs. on a regular basis
• Interact with clients in person, over the phone or electronically
• Adhere to Williams Lea policies in addition to client site policies
• Use equipment and supplies in a cost-efficient manner

Qualifications

• High school diploma or equivalent
• Minimum of three year receptionexperience required in a banking, legal or large corporate environment
• Excellent verbal and written communication skills, including professional telephone and email etiquette
• Skilled in the use of mail, phone, email, digital reprographics and mail equipment
• Familiar with general back office procedures to meet and maintain client satisfaction
• Good problem‑solving skills, with the ability and understanding of when to elevate a problem to a supervisory level
• Exceptional customer service skills to effectively communicate with callers, visitors, client and coworkers
• Able to make independent decisions that conform to business needs and policy
• Attention to detail with good organizational skills.
• Must be able to meet deadlines and complete all projects in a timely manner.
• Ability to handle sensitive and/or confidential documents and information
• Ability and willingness to learn in-depth knowledge of the company (the business and employees) to more efficiently handle calls and greet visitors
• Ability to work in a fast‑paced team environment
• Ability to handle business matters with professionalism
• Attention to detail with an emphasis on accuracy and quality
• Intermediate computer skills including Microsoft Word and Excel
• Ability to prioritize work to balance multiple projects and deadlines
• Self‑motivated and the ability to multi‑task
• Must work well in a team environment
• Must be able to interact effectively with multi‑functional and diverse backgrounds
• Must be self‑motivated with positive can‑do attitude

Additional Information

The salary range for this role at the noted RRD location is $19.13 - $26.44 / hour. Starting pay decisions are determined based on multiple factors including but not limited to relevant education, qualifications, skills, experience, certifications, proficiency, performance, shift, location, and other business needs. Typically, roles follow step progressions to a target rate or set increments over time. Depending on the role, in addition to the hourly rate of pay, the total compensation package may also include overtime, shift differential, call‑in, and/or stand‑by pay. RRD’s benefit offerings include medical, dental, and vision coverage, paid time off, disability insurance, 401(k) with company match, life insurance and other voluntary supplemental insurance coverages, plus parental leave, adoption assistance, tuition assistance and employer/partner discounts.

At RRD, we value innovation, authenticity, and integrity. To uphold the security and fairness of our hiring process, we ask that candidates refrain from using AI tools during interviews to ensure an authentic and secure experience. We appreciate your cooperation as we work to maintain a transparent and equitable hiring process.

All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.