Front Desk Receptionist

We are seeking a Receptionist for our San Francisco office to support daily conference center and front desk operations. This role is responsible for a wide range of receptionist and administrative functions, including welcoming internal and external guests, managing calls, coordinating meeting logistics, and maintaining conference and reception areas. The Receptionist serves as a professional representative of the firm and delivers high-quality service to clients, visitors, and internal teams.

This position reports to the Office Administrator and is full-time, non-exempt, and benefits-eligible.

Key Responsibilities

• Greet visitors and clients promptly and professionally and notify appropriate personnel of their arrival.
• Answer and route incoming calls via a multi-line switchboard with accuracy and professionalism.
• Deliver high-level customer service to clients, visitors, attorneys, and staff.
• Coordinate deliveries and courier services and assist with hotel, restaurant, and transportation arrangements.
• Maintain the appearance and readiness of conference rooms and reception areas.
• Schedule a high volume of conference rooms and hotel office space requests.
• Provide menu options and food recommendations for meetings and events.
• Confirm meeting and conference room details using the firm’s reservation system (EMS).
• Prepare and distribute detailed schedules and reports for upcoming meetings and room bookings.
• Coordinate with IT to arrange audiovisual support, docking stations, guest technology access, and wireless credentials.
• Verify room setups, technology needs, and catering arrangements prior to meetings.
• Place catering orders, reconfirm details 24 hours in advance, and verify order accuracy upon delivery.
• Use sound judgment to prioritize space usage and meeting logistics based on demand.
• Perform routine filing and records maintenance.
• Provide Business Center support, including printing, copying, faxing, and wireless access assistance.
• Maintain and update floor maps, phone directories, and internal reference lists.
• Process outgoing UPS, Fed Ex, and U.S. mail shipments daily.
• Sort and distribute incoming mail and packages.
• Create name badges and materials for meetings and events.
• Prepare weekly visitor logs and reports.
• Track and reconcile catering expenses and submit invoices for payment processing.
• Support the Office Administrator with special projects and additional duties as assigned.

Qualifications

• 1–3 years of customer service experience in a large office or corporate environment and/or corporate meeting planning experience required.
• Strong keyboarding skills and proficiency in Microsoft Outlook, Word, and Excel required.
• Demonstrated ability to learn and use firm-specific software systems.
• Experience with Cisco Call Manager Attendant Console and meeting room reservation software preferred.
• Excellent verbal and written communication skills.
• Ability to reconcile invoices and perform basic mathematical calculations.
• Self-motivated with a strong commitment to customer service excellence.
• Effective team collaborator with strong interpersonal skills.
• High attention to detail with strong problem-solving ability.
• Sound judgment and decision-making skills.
• Proven ability to multitask, prioritize, and meet deadlines with accuracy.
• Comfortable communicating with attorneys, staff, and vendors by phone and in person.