ADR Services, Inc.San Jose, CA 95112Job Type:Full-timeSalary:$50000.00 / yearFull Time Receptionist / Administrative Assistant in Legal FieldStart: ImmediatelyLocation: Downtown San JoseFull time: Monday through Friday, 8:30 a.m. – 5:30 p.m.Salary: $50,000/yearwww.adrservices.comJob Responsibilities: As a Receptionist and Administrative Assistant, you will be the ‘face of our firm’ when clients visit. This is a very fast-paced, energetic environment that provides no ‘down-time’. You must be able to thrive in a high stress, quick, and service-oriented environment. It will be your responsibility to provide the best possible customer service to our clients, and to make the office look as pristine and inviting as possible. Additionally, the as part of your Administrative Assistant responsibilities, you must also be available for any other projects or assignments designated by the manager, and assist the Case Managers in their core administrative duties. Basic duties include (but are not limited to):Handling a bustling front desk: Greeting clients, assisting them to their meeting/conference rooms, and answering preliminary questions concerning the office; must be on hand to receive clients, guests and deliveriesHandle a high volume of incoming phone calls on multiple linesOversee conference room calendar; assist with video, laptop and projection set-upMust keep office in peak condition with general upkeep duties, such as preparing coffee frequently, setting up conference rooms daily, keeping the office and kitchen tidy and presentable at all times, and removing used glasses, mugs and pitchers from meeting rooms every evening, and watering plants on a weekly basisLunch catering, including ordering, setting out lunch and cleaning up after, setting out snacks and beverages, making fresh baked cookies every dayMake confirmation calls for cases taking place the following day, as well as checking on and communicate payment status to clientsWork closely with ADR Services, Inc.’s Case Managers to manage and discuss all case issues, and provide excellent support in administering their files.Assist Case Managers in drafting and distributing hearing notices and billing statements.Assist Case Managers in performing and drafting conflict checks.Mail processing: Collecting, distributing, and processing mail, with attention to detail and deadlinesVendor management: Own communication and coordination with 3rd-party vendors supporting the officeStrive to continuously improve the office space and make it a pleasant environment for the clients and employeesMonitor the use of all office supplies and equipment, keep track of all inventory, order supplies on a weekly basisAssist with minor computer and phone network issuesFiling of documents and files that need to be filed on a daily basisMaintain and update client database.Data entry and use of ExcelProvide excellent customer service, exude very helpful and energetic qualitiesGeneral administrative assistance to office staff which may include special projects, product sourcing, shopping, running errands, etc. Support VP and other staff on ad hoc projects.Take ownership of additional responsibilities as assignedIn this highly visible role, you will act as the first point of contact for clients, vendors, and guests as well as a go-to resource for internal staff and management. You will work to streamline daily front office operations in addition to providing heavy administrative support.Your eagerness to wear multiple hats and jump in wherever needed will be key to your success in this role.Job Qualifications: Bachelor’s Degree is a must and at least 1-2 years’ experience as a receptionist/office manager in a professional office environment is required.Previous experience as a legal assistance, paralegal, administrative assistant, office manager and/or executive assistant highly preferred.Customer service experience in retail, restaurant, hospitality, or comparable industry is highly preferred. This is a highly service-oriented position.Excellent at problem solving skills: is able to deconstruct issues carefully and take decisive action when neededDetail oriented, process-driven and must follow-through on all tasks and assignmentsMust have a positive attitude, be energetic/enthusiastic, outgoing, tidy, organized, reliable, flexible, self-motivated, patient, and possess exceedingly strong customer service skillsMust be customer-focused, helpful, loyal and hard-workingEntrepreneurship and initiative: Should continuously look for ways to improve both the office space and client/employee experience. Identify and address issues before they arise.Strong ability to multi-task and work in fast-paced environment. You will be multitasking while multitasking while multitaskingMust be proactive and have the ability to work both independently and in a team atmosphere with minimal supervisionAdministrative skills and excellent verbal and written communication skills are requiredMS Word, Excel and Outlook proficiency a must, as well as knowledge of general professional office protocolThe right person has excellent listening skills, a highly professional demeanor, strong customer focus, impeccable organizational skills, is communicative to upper management, and thrives in a high pressure environment.Discreet and professional demeanor; displays sensitivity to confidential mattersExcellent time management skills with a mind for prioritizationStrong telephone skillsStrong written and verbal communication skills: is clear, concise, and able to identify core concepts of internal and external communicationsExcellent spelling and grammar skillsMust have a helpful, "no task is too big or too small" attitudeAbility to engage with all levels of staff and a diverse client poolWe are located at N. 3rd Street and E. St. John Street, near the Santa Clara Superior Court House and right across the street from St. James Park.Please submit your cover letter and resume in PDF format only in order to be considered for this position. Any documents submitted in a format other that PDF will NOT be considered.