San Francisco office /

Administrative Assistant/Receptionist

JOB SUMMARY:   
The Office Administrative Assistant is responsible for the smooth, effective and efficient day-to-day administration and operation of the office support services and perform duties per request.

PRIMARY DUTIES AND RESPONSIBILITIES:
The following are an overview of the primary duties and responsibilities and should not be considered an all-inclusive list:

GENERAL OFFICE TASKS:

  • Greet visitors at reception area
  • Answer phones
  • Send, retrieve, track and distribute mail, packages and newspapers
  • Order office supplies including groceries, stationary, business cards and marketing materials, etc.
  • Maintain general office appearance, coordinate with building management regarding cleaning and repairs
  • Maintain office calendars
  • Assist with travel coordination
  • Maintain reference library both physical and virtual
  • Maintain office equipment such as copiers, printers, etc.

ACCOUNTS RECEIVABLE TASKS:

  • Timely production of job invoicing
  • Manage receivables
  • Run reports

JOB FILE RELATED TASKS:

  • Enter client and job information into
  • Timely production of job invoicing
  • Manage receivables
  • Run reports as needed 

JOB FILE RELATED TASKS:

  • Enter client and job information into Maconomy and proactively maintain accurate database
  • Run conflict check reports, set up job file and prepare engagement letters
  • Archive files and destroy documents
  • Review reports for grammar and formatting
  • Data entry, production, faxing, mailing, document downloads, inventory, and organization of job information
  • Other tasks as assigned

PARTNER SPECIFIC TASKS:

  • Prepare partner’s expense sheets
  • Maintain calendar, schedule appointments, and coordinate travel
  • Assist with correspondence
  • Other support as requested

STAFF SUPPORT:

  • Orientation of new employees / processing of departing employees / complete I-9 verification / order business cards, suite keys
  • Coordinate with other Office Managers or Administrative Assistants to cover PTO
  • Proactively assist with Marketing and Business Development projects, such as presentation materials, event planning, and research
  • Collect / review staff expense reports for submittal 
  • Coordinate events for the office
  • Coordinate with IT for issues within office

GENERAL:

  • Consistently promote a professional image of the firm at all times
  • Maintain the confidentiality of RGL and its clients
  • Act with the highest business ethics 
  • Consistently make judgment calls founded on what is best for the company
  • Perform other duties as requested or assigned
  • Supervise administrative assistant(s) if applicable

MINIMUM QUALIFICATIONS, SKILLS AND ABILITIES:

  • Minimum of 3 years’ experience in office management.  3 years of general work experience can be substituted for a 4-year course of study leading to a bachelor’s degree.
  • Bachelors Degree;  preferred but not required.
  • Ability to use and operate a wide variety of office automation equipment and related software, including spreadsheet applications, database management, record storage and retrieval systems, and word processing. 
  • Ability to effectively multi-task and prioritize and solve practical problems.  
  • Ability to effectively supervise subordinate personnel, if necessary
  • Ability to read, write, speak, and comprehend the English language; communicate effectively by phone, in writing and through personal presentation at a level adequate to perform the duties of the position. 

 

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Recruiter Contact:
Carolyn Larrivee, Recruiter/HR Generalist
clarrivee@rgl.com 

 

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