Senior Office Services Associate

Job Description

Senior Office Services Associate - San Francisco, CA

This is a highly visible, client-facing position supporting a prestigious law firm in San Francisco's Financial District with approximately 120 employees across three floors. As the Senior Office Services Associate, you'll serve as a key partner to the Receptionist, helping deliver a white-glove experience for attorneys, clients, and visitors while ensuring the front-of-house operation runs smoothly.

On a typical day, you'll greet and register visitors, manage building security and access badges, escort guests to meeting rooms, coordinate conference room reservations, assist with catering arrangements, answer and route calls, handle scheduling and administrative tasks, and provide concierge-level service to everyone entering the office. You'll also support general office services operations, troubleshoot basic issues, and help ensure meetings and client visits are executed seamlessly.

What Makes Someone Successful in This Role?

The ideal candidate is polished, professional, and genuinely enjoys providing exceptional customer service. They must be comfortable working independently, making decisions on their own, and managing multiple priorities in a fast-paced corporate environment. Strong communication, organization, attention to detail, typing/computer skills, and the ability to interact confidently with attorneys, executives, clients, and visitors are essential.

Location: Financial District, San Francisco, CA

Schedule: 40 hours per week, Monday-Friday 8am-5pm with a 1-hour unpaid lunch break

Work format: Fully onsite

Job duties

• Coordinate and manage conference room and meeting reservations, ensuring rooms are properly scheduled and prepared for internal meetings, client visits, and special events
• Answer incoming calls, received on a multi-line phone system, in a cordial, professional and timely manner. Transfer calls to appropriate individuals
• Greet clients and visitors to the office with warmth and professionalism. Notify employees of visitor’s arrival when necessary
• Register visitors and guests in building security systems, maintain accurate visitor logs, and ensure all security protocols are followed
• Provide white-glove, concierge-style service to clients, staff, and guests, ensuring a welcoming and seamless experience
• Partner closely with Office Services personnel to coordinate guest arrivals, meeting logistics, room setup, and visitor escorts throughout the office
• Perform work in office services, primarily reprographics, mail and intake functions according to established procedures
• Communicate with manager and client on job or deadline issues
• Handle additional projects as assigned.  Handle sensitive and/or confidential document and information
• Communicate with supervisor or client on job or deadline issues
• Meet contracted deadlines for accepting, completing, and delivering all work
• Troubleshoot basic equipment problems
• Prioritize workflow
• Be able to lift up to 50 lbs. on a regular basis
• Interact with clients in person, over the phone or electronically
• Adhere to Williams Lea policies in addition to client site policies
• Use equipment and supplies in a cost-efficient manner

Qualifications

• High school diploma or equivalent
• Minimum of three year reception experience required in a banking, legal or large corporate environment
• Excellent verbal and written communication skills, including professional telephone and email etiquette
• Skilled in the use of mail, phone, email, digital reprographics and mail equipment
• Familiar with general back office procedures to meet and maintain client satisfaction
• Good problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level
• Exceptional customer service skills to effectively communicate with callers, visitors, client and coworkers
• Able to make independent decisions that conform to business needs and policy
• Attention to detail with good organizational skills.
• Must be able to meet deadlines and complete all projects in a timely manner.
• Ability to handle sensitive and/or confidential documents and information
• Ability and willingness to learn in-depth knowledge of the company (the business and employees) to more efficiently handle calls and greet visitors
• Ability to work in a fast-paced team environment
• Ability to handle business matters with professionalism 
• Attention to detail with an emphasis on accuracy and quality
• Intermediate computer skills including Microsoft Word and Excel
• Ability to prioritize work to balance multiple projects and deadlines
• Self-motivated and the ability to multi-task
• Must work well in a team environment
• Must be able to interact effectively with multi-functional and diverse backgrounds
• Must be self-motivated with positive can-do attitude

Additional Information

The salary range for this role at the noted RRD location is $19.13 - $26.44 / hour. Starting pay decisions are determined based on multiple factors including but not limited to relevant education, qualifications, skills, experience, certifications, proficiency, performance, shift, location, and other business needs. Typically, roles follow step progressions to a target rate or set increments over time. Depending on the role, in addition to the hourly rate of pay, the total compensation package may also include overtime, shift differential, call-in, and/or stand-by pay. RRD’s benefit offerings include medical, dental, and vision coverage, paid time off, disability insurance, 401(k) with company match, life insurance and other voluntary supplemental insurance coverages, plus parental leave, adoption assistance, tuition assistance and employer/partner discounts.

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RRD is an Equal Opportunity Employer, including disability/veterans

At RRD, we value innovation, authenticity, and integrity. To uphold the security and fairness of our hiring process, we ask that candidates refrain from using AI tools during interviews to ensure an authentic and secure experience. We appreciate your cooperation as we work to maintain a transparent and equitable hiring process.

All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.

Compensation: 19.13 to 26.44 (USD) (HOURLY)