Overview
Receptionist/Administrative Assistant Jobs in Portland, OR at Westside Secretarial Service
Receptionist / Administrative Assistant for Family Law Firm (Menlo Park or San Ramon)
FLICKER, KERIN, KRUGER & BISSADA LLP has an opening in our Menlo Park or San Ramon office for a full-time Receptionist/Administrative Assistant (office location determined by candidate’s preference). Our exceptional team of attorneys and staff are the driving force behind the high-quality legal expertise our clients rely on. We recognize that our employees’ success and well-being are integral to our success, and therefore, prioritize a supportive and fulfilling work environment.
We understand that it is our employees who provide the exceptional services that our clients rely upon. With this in mind, we value and foster success and happiness for our employees. Our firm offers a competitive salary and benefits, including vacation time, sick leave, employer subsidized health and dental insurance, vision insurance, FSA and HSA, an employer funded profit-sharing plan, 401(k) retirement plan, remote work allowance and additional benefits such as discounts on pet insurance and cell phone plans.
Receptionist/Administrative Assistant essential duties:
Provide excellent customer service for our clients to maintain our exceptional service reputation.
Courteously and professionally answer phones, route calls efficiently.
Timely forward web leads within two hours.
Daily distribute physical and scanned mail and faxes.
Sign for all deliveries, scan and email the recipient.
Run and send Weekly Case List, Weekly New Client Information reports and Monthly Productivity Reports. Run and send other reports as requested.
Assist with monthly invoicing of clients (accounts receivable): Mail and email invoices each month.
Assist with answering client questions regarding how to make payments and/or simple questions regarding client balances or statements.
Deposit checks at the bank.
Draft letters on behalf of the Firm Administrator/Finance Manager (collections letters, update letterhead, W-9 Letters, etc.)
Schedule staff meetings, principal meetings and office events.
Manage the holiday client cards and gifts, firm parties, gift exchange questionnaires, etc.
Renew and track attorneys’ memberships with bar associations and other networking groups; register attorneys for bar associations, seminars, & miscellaneous event registration including travel plans (hotel, flight, etc.) if applicable.
Open New Client Files: Create computer file, open billing file, maintain spreadsheets of clients and assigned personnel to cases.
Law Books: Update law books as updates arrive; keep track of law books received and related invoicing.
Vendor relations (including invoices/payment follow-up), requesting additional deliveries or pick-up, when necessary (Alhambra, shredding, trash/recycling), schedule maintenance on copy machines, contacting property management regarding janitorial concerns, and numerous other vendors we interact with on a day-to-day basis.
Assist attorneys or paralegals with creating support tickets with IT service provider.
Check level of supplies at least once a week, order supplies and unpack, set up new supplies when they arrive. Handle returns when needed.
Order birthday cakes according to the birthday calendar, lunches twice a week and/or any additional lunches as needed.
On in-office days, arrive early to open the office: Empty the dishwasher, start the coffee, unlock the doors, load paper in the copy machines and water plants.
Attend to incoming clients and experts: Greet guests, seat them in a conference room, offer them something to drink and notify the attorney or paralegal of their arrival.
Attend to conference rooms: Tidy rooms after each meeting, including straightening the chairs, removing all cups and napkins. Also includes replenishing the beverage supplies (clean coffee cups and water glasses, sugar, creamer, stirrers and tea bags).
Maintain Lobby: The lobby must remain clean at all times. Straighten the lobby chairs, remove any water glasses or coffee cups, and most importantly, keep the reception desk tidy.
Coffee/Kitchen: While in the kitchen, pick up any glasses or dishes that are on the counter. Empty the sink of any items and load into the dishwasher. Start the dishwasher before leaving for the day.
Tasks as Assigned (from Firm Administrator/Finance Manager, Human Resources Manager, Attorneys, and Paralegals): Photocopy jobs, filing, organizational projects, etc.
Assist Principal and Partners in the San Ramon office with networking and bar association scheduling.
Assist Principals and Partners in the San Ramon office with duties as needed.
Other duties as assigned.
Skills and Experience
At least 4+ years of experience in this type of role is required. Law firm administrative experience preferred.
Strong phone etiquette and communication skills, cheerful attitude, professional appearance, and excellent attendance record are essential.
Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) is required. Experience with Dropbox and programs for preparing legal forms is preferred.
A suitable candidate must work well within a team, be able to multitask and prioritize multiple assignments and deadlines, and have excellent editing and organizational skills.
Experience with bookkeeping and QuickBooks is a plus.
Job requires candidate to have a valid driver’s license and access to a car while on the job.
Schedule:
Full-time, nonexempt, Monday through Friday, 8:30am-5pm with a 1-hour lunch.
7.5 hour daily shift.
Starting wage is between $28 – $35/ hour, depending on candidate’s experience.
Join our team and be part of a firm that values your growth, offers flexibility, and rewards your performance. We look forward to hearing from you!
Job Type: Full-time
Pay: $28.00 – $35.00 per hour
Expected hours: 37.5 per week
Benefits:
401(k)
Dental insurance
Employee assistance program
Employee discount
Flexible spending account
Health insurance
Health savings account
Life insurance
Paid time off
Parental leave
Professional development assistance
Referral program
Retirement plan
Vision insurance
Schedule:
Monday to Friday
Application Question(s):
We provide a hybrid work environment. Will you be able to reliably commute to Menlo Park, CA 94025 or San Ramon, CA 94583 two or three days a week and as needed for this job?
Experience:
reception/administrative assistant: 4 years (Preferred)
Ability to Commute:
Menlo Park, CA 94025 (Required)
Work Location: Hybrid remote in Menlo Park, CA 94025
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Title: Receptionist/Administrative Assistant
Company: Westside Secretarial Service
Location: Portland, OR
