Temporary Office Services Reception & Catering Assistant

Job Description Summary:

Fenwick is seeking a temporary Office Services Reception & Catering Assistant who will be the primary interface for attorneys, employees, clients, and guests who visit and call the firm. This role will cover the preparation, clean-up and stocking of kitchens, conference, and multi-purpose rooms, including the set-up of refreshments and meals.

This is a 100% onsite position. The work schedule for this position will be 40 hours per week (non-exempt), Monday - Friday, from 9:00 am - 6:00 pm.

Job Description:

Reception

• Greet and act as customer service representative for the firm’s attorneys, clients, employees, and guests, assisting with any special needs or requests.
• Maintain a clean and professional environment at the reception desk, main lobby, and conference rooms.
• Respond to main line phone calls.
• Schedule conference rooms and visiting attorney offices as needed; Review and confirm room reservations made via EMS software, sending daily reservation reminders.
• Submit maintenance requests to building management as needed.
• Arrange transportation for guests and/or employees as requested.
• Provide logistical support at events as requested.
• Participate in the firm’s emergency response plan and act as a first responder for onsite emergencies, as needed.

Office Services & Catering

• Complete copy projects for attorneys and staff as requested.
• Collect, sort, log, route, and deliver courier parcels, interoffice mail, and US mail.
• Receive and distribute office supplies, including special orders for supplies and equipment.
• Organize and stock new employee and visitor offices and workstations, including coordination of internal office moves as directed. 
• Organize and maintain an adequate inventory of standard office supplies in copy/fax rooms so they are visible and easy to find. Stock and monitor supplies in kitchen, conference, and multi-purpose rooms.
• Conduct facility inspections and maintenance checks to ensure readiness of shared spaces (kitchen and conference rooms), equipment, and furniture.
• Respond through “Boston Facilities” email address to requests for assistance with office services related projects.
• Set up conference rooms for in-office meetings and clean up afterwards.
• Order and ensure proper and timely set-up of food and refreshments for meetings and/or special events.
• Reconcile catered food deliveries against food ordered and inspect food, refreshments, and groceries for accuracy and freshness.
• Clean the kitchen daily and organize dishes, equipment, and supplies.

Desired Skills and Qualifications:

• Exceptional customer service skills.
• High level of attention to detail.
• Ability to communicate effectively and tactfully with a diverse group of clients, attorneys, staff, and vendors.
• Ability to be professional, courteous, and diplomatic under pressure.
• Ability to work a flexible schedule, including overtime as needed, to ensure adequate reception and catering coverage. 
• Computer proficient, with the ability to utilize MS Office applications and conference room scheduling software such as EMS.
• Ability to organize, prioritize, multitask, and handle interruptions or urgent requests.
• Willingness and ability to sit and/or stand for prolonged periods throughout the workday.
• Willingness and ability to walk between conference rooms, multi-purpose rooms, storage rooms and kitchens throughout the day.
• Ability to work well with others and promote a positive, team-oriented environment.

The ideal candidate will have 1+ years of experience providing reception, catering and/or customer service support in a law firm, professional service, or hospitality environment.

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, em