Job Description

Job Description

Job Description

We are assisting our client, a prominent law firm located in Santa Barbara, in filling a Receptionist / Office Services Associate position. This role combines front desk responsibilities, help maintain a polished, professional, and welcoming environment, and will also be responsible for back-office support, hospitality, mail, and reprographics.

The ideal candidate will have 2-4 years of consistent experience, be professional, a proactive team player with strong communication skills and a commitment to providing exceptional client service.

Pay Rate: $27- $28, based on experience

Schedule: Mon - Fri, 8:00am - 5:00pm

Location: Santa Barbara, CA 93101

Essential Job Functions:

Reception Services

• Greet and welcome visitors, clients, and employees over the phone and in person with a warm and professional demeanor.
• Manage reception area, ensuring it remains clean, organized, and reflects the company's image.
• Coordinate meeting room reservations, set up, and breakdown, providing seamless experiences for all meetings and events.
• Assist with catering coordination and setup for meetings and special events.

Administrative Support

• Assist with ad-hoc administrative tasks and projects as directed by office management, must be proficient with MS Excel and Word.
• Keep accurate records and generate reports related to office services activities.

Mailroom Operations

• Sort and distribute interoffice mail accurately and efficiently.
• Perform scheduled internal mail runs and operate postage equipment for outgoing mail processing.
• Prepare certified and registered mail and collect outgoing mail from designated zones.

Print

• Perform essential print services functions including but not limited to copying, quality control checks, maintain record logs, binding, hole punching, and stapling, and non-technical maintenance of copiers.
• Provide quality reproduction of CD/DVD as requested by customer and/or part of an imaging request

Meeting Support

• Monitoring all meeting rooms for participants arriving/leaving with scheduled timing, rooms booked that have no show and the correct number of participants booked.
• Continuously perform floor tours and ensure the entire space is in optimal appearance and condition.
• Ensure additional equipment is returned to its appropriate storage location and secured when not in use or set up for a meeting.
• Setting up training and conference rooms to client’s specifications noted in diagrams and special event forms.
• Moving airwalls between training rooms to expand or reduce room size as needed.

Client Experience/ Satisfaction

• Build strong client relationships, improve, and maintain customer satisfaction through timely resolution of issues and communicate customer satisfaction results with the firm.
• Continuously perform floor tours and ensure the entire space is in optimal appearance and condition.
• Assure prompt and positive action on all complaints, questions, concerns, and suggestions, as well as conduct quality assurance follow-up; respond to inquiries regarding services
• Acknowledge and greet all guests with utmost courtesy and urgency, moving out from behind the front desk to open doors
• Advocate for the client’s hoteling culture and mobile way of working by supporting guests and visitors who need help securing workspace. Verify occupancy of rooms and reclaim unused meeting space as appropriate.
• Work with the facility maintenance team to ensure that the space remains pristine. This includes ticketing and emailing any issues such as furniture stains, damaged carpet, lighting issues etc.

Facilities

• Interoffice moves to include furniture moves, meeting set ups, perform other activities such as audio-visual (AV) set up for meetings or conferences.
• Perform essential facilities functions including but not limited to sanitizing designated areas, building maintenance, stocking supplies, ensuring proper use of signage, and other cleaning requirements
• Supports maintenance mechanics and facilities staff by performing “handyman” maintenance duties such as, sheet rocking, plastering, putting up cabinets, light carpentry, hanging pictures and setting or maintaining light fixtures.

Workplace Experience (WPX)

• Provide the customer with an experience that will always be remembered and with the highest level of responsiveness.
• Arrange for, suggest, recommend, book, and confirm, deliverable services that may include, but not limited to, purchasing gifts, premium tickets, dry cleaning, and other errands.
• Serve as a brand advocate and ambassador in every interaction with clients and guests.

Required Skills & Qualifications:

• 2-4 years of previous Reception and Office Assistant experience in a corporate setting.
• No Job Hoppers.
• Proficiency in basic Microsoft Office applications (Outlook, Word, Excel).
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Professional demeanor with corporate polish and customer service mindset.
• Ability to lift 50+ pounds.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or military status.

Forrest Solutions has been a privately owned company for 49 years. We are a people power solutions company focusing on onsite outsourcing and temporary and project staffing nationwide. Our prestigious client list consists of Fortune 500 corporations and top 100 AM Law firms.

Company Description

Forrest Solutions has been a privately owned company for 49 years. We are a people power solutions company focusing on onsite outsourcing and temporary and project staffing nationwide. Our prestigious client list consists of Fortune 500 corporations and top 100 AM Law firms.

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