Temporary Hospitality Assistant

Job Description Summary:

Our Silicon Valley office has an opening for a temporary (estimated 6 months) Hospitality Assistant who will be responsible for answering phones and responding to Facilities Hotline requests. This position is the primary interface for the attorneys, employees, clients and guests who visit and call the Firm’s Silicon Valley Office. In addition, the individual will assist with the preparation, clean-up and stocking of kitchens, conference rooms and multi-purpose rooms for meetings and special events, including the setup of refreshments and meals.

This is a 100% onsite role. The work schedule for this position will be 40 hours per week (non-exempt), Monday - Friday, 9:30 am - 6:30 pm (with the flexibility to work overtime as needed).

Job Description:

• Acts as the initial contact and customer service representative for the Firm’s attorneys, clients, employees and guests.
• Greets and directs visitors, assisting with any special needs or requests.
• Screens and directs incoming calls on the Firm’s main line and the Facilities Hotline.
• Maintains a clean and professional environment at the reception desk and in the main lobby and conference center.
• Responds to Facilities Hotline requests; refers requests to appropriate department personnel.
• Manages loaner key fob inventory for employees and authorized vendors.
• Conducts weekly key fob inventory and prepares inventory report.
• Accepts early morning FedEx deliveries and routes same to Copy/Mail personnel.
• Schedules conference rooms and visiting attorney offices as needed or requested.
• Confirms meeting room reservations and sends re-confirmations each morning.
• Reserves Fenwick bicycles.
• Submits building maintenance requests to property management.
• Reconciles catering invoices against billing spreadsheet and enters them into Chrome River for approval.
• Arranges catering services as requested by the Hospitality ＆ Events Supervisor.
• Greets process servers and follows Firm’s instructions to determine if subpoenas can be accepted.
• Arranges transportation for guests and/or employees as requested.
• Maintains Uber voucher inventory and distributes vouchers as needed.
• Maintains Uber eats vouchers for remote meetings.
• Sends emails to employees regarding dry cleaning delivery, car detailing services and EV Charging stations.
• Submits draft Office Service announcement emails to the Catering & Events Manager for approval.
• Accepts and logs hand-delivered items. Arranges for delivery to recipient.
• Prints and delivers Security Report to the security guard and janitor on a nightly basis.
• Emails Catering & A/V report and Visiting Attorney report to appropriate distribution list nightly.
• Assists with catering functions such as meeting set-ups, clean-ups, kitchen sweeps and conference room sweeps on an as needed basis.
• Assists with last minute basic A/V requests such as PowerPoint presentations and conference calls, as needed.
• Provides support at events and to other facilities positions as requested.
• Actively participates in the Firm’s emergency response plan and acts as a first responder for onsite emergencies, as needed.

Desired Skills and Qualifications:

• Exceptional customer service skills.
• The ability to communicate effectively and tactfully and to follow instructions from a diverse group of clients, attorneys, staff and vendors.
• Demonstrated professionalism, courtesy, diplomacy and tact under pressure.
• The ability to work a flexible schedule, including overtime, early mornings, evenings or weekends, as needed, to ensure adequate reception coverage.
• Computer proficient, with the ability to utilize MS Office applications and conference room scheduling software such as EMS.
• Willingness and ability to sit and/or stand for prolonged periods throughout the workday.
• Ability to push/pull/lift up to 25lbs.
• Ability to work well with others and promote a positive, team-work environment.

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Reporting to the Hospitality ＆ Events Supervisor , the ideal candidate will have 2+ years of prior reception or customer service support experience working in a professional service or hospitality environment. Bachelor's degree preferred.

Benefits and Compensation Details:

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive