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Receptionist, Law Firm

  • Admin & Operations
  • Full-time
  • Palo Alto, CA

Palo Alto Staffing provides exceptional supporting talent to the world's most innovative entrepreneurs from founder, through to investor and philanthropist. Connecting the best people to the best companies since 1979.

 A prominent, corporate law firm is currently seeking a full-time Receptionist for their Palo Alto office. This role partners directly with the Office Administrator and Office Services Assistant, all serving as key drivers in the success of day-to-day operations in the office. Ideally, the candidate stepping into this role will have experience in an office setting and feels comfortable organizing high-volume calendars. A warm, hospitable nature and an acute attention to detail will be crucial in this position and will be best suited for someone with excellent customer service abilities.

  

Key Responsibilities:

  • Greet and check-in visitors, notify the appropriate personnel of guest arrival

  • Receive all incoming calls on a multiline switchboard and accurately facilitate calls

  • Utilize internal system to schedule high-volume conference room and visitor hotel desk usage

  • Coordinate across departments to ensure all conference rooms have the necessary IT equipment, food and beverages, or specific items needed for a successful meeting

  • Research local restaurants to suggest healthy and cost-effective options for in-office catering

  • Track and reconcile catering expenses and submit electronically for payment

  • Communicate with vendors and service providers; proactively discuss facility and inventory needs with the Office Administrator to ensure effective correspondence with vendors

  • Provide customer support for the Business Center; faxing, printing, copying, wireless access

  • Oversee all incoming/outgoing mail and shipments; USPS, UPS, and FedEx

  • Partner with the Office Services Assistant to perform all tasks requested from the Office Administrator  

 

Qualifications:

  • 1+ years of administrative experience

  • Corporate scheduling experience required

  • Some college required, Bachelor’s preferred

  • Proficient in Microsoft 365

  • Strong customer service skills

  • Acute attention to detail and able to multitask

  • Proof of vaccination required