Archived listing. The details below describe a past opening.
We are looking for a detail-oriented Receptionist to support daily front office and administrative operations for a firm in Palo Alto California (8am - 5pm on site). This long-term contract position is ideal for someone who enjoys creating a welcoming environment, managing multiple priorities, and keeping office processes organized. The role will serve as a central point of contact for visitors, correspondence, scheduling, and general office coordination while assisting teams across the firm with day-to-day administrative needs.
Responsibilities:
- Welcome clients, visitors, and service providers in a courteous and organized manner while managing front desk interactions.
- Coordinate calendars by arranging meetings, setting up conference spaces, and helping with travel-related logistics as needed.
- Handle incoming and outgoing correspondence by processing documents, scanning materials, and routing communications to the appropriate recipients.
- Monitor office, breakroom, and kitchen inventory to keep supplies stocked, orderly, and readily available.
- Support file management activities by helping assemble, organize, and maintain client and internal records. •Facilities – Will coordinate with our landlord on any items that need to be addressed •IT – Will work with our IT company to address any IT issues. Be responsible for researching different software and eventually troubleshooting any issues before contacting out IT support. •Marketing – Responsible for coordinating firm events (holiday lunches, summer event, holiday chocolates, company swag)
- Enter reimbursable expenses and assist with the upkeep of billing and invoicing information in the firm’s software tools.
- Contribute to monthly billing support by helping prepare invoices and statements and assisting with follow-up on outstanding payments.
- Arrange daily lunch orders and assist with pickup or related coordination for the office.
- Track time and related administrative data for billing and reporting purposes, and provide backup coverage or general support wherever needed.
- High school diploma and at least 1 year of relevant reception, administrative, or office support experience; additional experience beyond 2 years is welcomed.
- Prior experience in a detail-focused services or legal office environment is preferred.
- Proficiency with Microsoft Word, Excel, and Outlook, along with confidence handling email communication and data entry tasks.
- Ability to manage a multi-line phone system while delivering strong customer service and maintaining a courteous demeanor.
- Strong organizational skills with the ability to maintain files, coordinate appointments, and handle multiple responsibilities efficiently.
- Excellent interpersonal and communication skills, with a dependable and service-oriented approach.
- Valid California driver’s license and reliable transportation.