Job Description

Office Assistant/Receptionist

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 25 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you'll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking a professional and detail-oriented Office Assistant/Receptionist to provide a welcoming client experience while supporting the daily operations of a fast-paced law firm.

The ideal candidate is a reliable and service-oriented professional who demonstrates strong attention to detail, excellent communication skills, and the ability to work collaboratively while handling a variety of administrative responsibilities.

Key Responsibilities:

• Answer and route all incoming calls to the appropriate FBT Gibbons personnel.
• Greet clients, vendors and other FBT Gibbons personnel in a courteous and professional manner, ensuring proper clearance and routing of respective parties in accordance with firm policies. Notify attorneys and/or assistants accordingly and direct guests and clients to conference rooms.
• Maintain cleanliness of conference rooms, reception desk and surrounding areas. Ensure beverages are stocked and available in the conference center.
• Maintain the conference center schedule using PC based software and coordinate accommodations for conferences, events and receptions with attorneys and business professionals.
• Record and maintain all parking validations distributed to clients and visitors and handle the monthly reconciliation of charges.
• Place food orders, coordinate payment and set up lunches for the conference center.
• Track office and kitchen supplies, report low stock, and confirm all items are delivered as expected.
• Assist with office maintenance requests as needed.
• Assemble, label, and maintain files and records using alphabetical, numerical, and other established filing guidelines.
• Retrieve mail from mail drop-off area, sort and distribute all incoming mail. Sort and process all outgoing mail, including overnight packages via UPS and FedEx.
• Contribute as a collaborative member of the CST Shared Team by providing backup and overflow legal administrative support through the CST workflow application, including document preparation, copying, and scanning for attorneys, paralegals, and legal practice assistants.
• Assist with travel arrangements, expenses reimbursements and other routine tasks as requested.
• Assist the Office Manager, attorneys and business professionals with special projects as needed.

Job Requirements:

• Some college preferred, or equivalent combination of education, training, and experience.
• Prior office experience required; law firm experience preferred.
• Computer proficiency, preferably with Microsoft Office products such as Word, Excel, and Outlook.
• Ability to operate standard office equipment such as multi-functional devices, copiers, printers, and scanners.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to shift attention from one area of work to another quickly without frustration.
• Ability to handle confidential information.
• Interpersonal skills necessary to communicate in person, by e-mail and telephone and follow instruction effectively from a diverse group of attorneys, managers, business professionals, and vendors to provide information with ordinary courtesy and tact.
• Ability to answer phone courteously and professionally and transfer calls quickly. Ability to greet clients in a courteous and professional manner.
• Ability to retrieve and distribute files weighing up to 40 pounds and ability to retrieve and replace objects from shelves up to 8 feet high, sometimes a large amount in a day.

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

FBT Gibbons offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short- and long-term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit-sharing. Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.

The pay range for this role accounts for the wide range of factors considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. For applicants physically based in San Francisco, a reasonable estimate of the current range is $24.00 - $29.00 hourly. Actual pay will be determined based on skills, relevant experience and other job-related factors, consistent with applicable employment laws.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.

Consistent with the requirements of applicable state and local laws, including San Francisco Fair Chance Ordinance and City of Los Angeles Fair Chance Initiative for Hiring Ordinance, FBT Gibbons will consider for employment all qualified applicants, including those with arrest and/or conviction records.

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