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 Firms 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 Firms attorneys, clients, employees and guests. Greets and directs visitors, assisting with any special needs or requests. Screens and directs incoming calls on the Firms 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 Firms 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 Firms 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. 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 benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing. The anticipated range for this position is: $57,000 - $77,250 Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. A discretionary bonus for eligible employees may also be available based on performance. Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request. Our Story For more than five decades, Fenwick & West has helped some of the worlds most recognized companies become, and remain, market leaders. From emerging enterprises to large public corporations, our clients are leaders in the technology, life sciences and cleantech sectors and are fundamentally changing the world through rapid innovation. Having worked alongside such progressive and cutting edge companies for so long, our culture has come to reflect the entrepreneurial spirit of our client base. Unlike traditional law firms, we move at our clients speed and have earned the reputation as a go-to law firm for growing companies that need insightful, strategic counsel to help tackle the challenging issues that arise when the law cannot keep up with their pace of innovation. With the same passion for excellence and innovation reflected in our client base, our firm is making revolutionary changes to the practice of law through substantial investments in proprietary technology tools and processes. Our clients demandand deservenew ways to receive best-in-class legal services more effectively. At Fenwick, we are proud to be shaping our legal services to do just that. We are proud to have been named one of the Best Places to Work in the Bay Area for the twelfth year. Fenwick & West LLP is an Equal Opportunity Employer, and, as such, conducts all employment-related activities without regard to unlawful consideration of race, religion, color, marital status, national origin, age, sex, disability, sexual orientation or gender identity, gender, genetic characteristics or any other classification protected by applicable local, state or federal employment discrimination laws. We are committed to providing equal employment opportunities for all. At the discretion of the recruiting department, we accept submissions by agency recruiters when a fee agreement has been established between the firm and the agency. Agency recruiters, please submit candidates here. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. To view our privacy policy click here.