Office Assistant

Overview

We are seeking an office assistant who will maintain a professional image of the firm by providing a favorable first impression to clients and visitors.

Base pay range: $21.10/hr - $31.65/hr

• Answer incoming phone calls and route them to the appropriate party in a timely manner.
• Welcome visitors upon arrival and announce them to respective attorneys, legal assistants, and other support staff in a timely manner.
• Accept/sort mail and packages.
• Validate client/guest parking accommodations.
• Place maintenance requests with building management.
• Always maintain a clean and organized reception environment.
• Maintain, clean and organize Café Q and staff coffee area.
• Assist hospitality as needed with preparing for events, such as internal visitor arrivals and client meetings.
• Order and coordinate client and firm lunches including polling for those who will be in the office.
• Assist with overflow projects that are emailed to the Reception group.
• Maintain and update internal staff and office documentation.
• Assist in the placement of new hires including office set-up, and assist internal moves.
• Oversee supply management functions, approval of orders, place orders, maintain records, and coordinate the processing of all general invoices, local couriers, facilities maintenance, security and supplies.
• Process time entry.
• Maintain conference room calendars, schedule appointments and meetings.
• Reconcile monthly statements from vendors.
• Daily replenishment of snacks and beverages.
• In collaboration with Records, File creation, maintain files in File trail, check-in/check-out of files and file transfers, process files for storage, review retention and destruction of offsite files in storage.
• Provide additional support and perform other duties as assigned.

• High school diploma (or equivalent) along with 2 years of related experience. Professional services experience preferred.
• Exceptional technical skills including knowledge of MS Word, MS Outlook, MS Excel and Adobe Pro.
• Strong organizational, communication and client service skills.
• Must be detailed oriented, with excellent grammar and spelling skills.
• Ability to multi-task and work in a fast-paced, team-oriented environment is essential.
• Provide outstanding customer service and can work in a team environment.

Equal Opportunity employer.

At Quarles & Brady, we are proud to offer a robust and competitive benefits package designed to support the overall well-being of our employees. Our offerings include paid time off, comprehensive health, vision, and dental coverage, a 401(k) retirement plan, life and disability insurance, and a variety of additional perks. Eligibility for benefits is determined by hours worked. Compensation is determined upon the market in which the position is located, the responsibilities of the position, the experience, education and skills of the applicant, and other job-related factors.

The range for this position for individuals located in San Diego is $21.10 - $31.65/hour

We are currently only accepting direct applications for this position. We kindly request that search firms and placement agencies refrain from submitting inquiries at this time.

• Seniority level:
  Not Applicable
• Employment type:
  
  Full-time
• Job function:
  Administrative
• Industries:
  Office Administration