Full Time Receptionist / Administrative Assistant

Start: Immediately

Location: Downtown San Diego

Full time: Monday through Friday, 8:00 a.m. to 5:00 p.m.

COMPANY DESCRIPTION:

ADR Services, Inc. is a private alternative dispute resolution provider firm that administers and schedules mediations, arbitrations, and private trials for retired judges and attorneys throughout California. We are headquartered in Los Angeles, but also have offices in San Diego, Orange County, San Francisco, Oakland, and San Jose. As a recognized leader in the dispute resolution field, ADR Services, Inc. has a tradition of enlisting the industry's finest mediators and arbitrators, and for providing premier customer service to our clients. www.adrservices.com

JOB RESPONSIBILITIES:

As a Receptionist and Administrative Assistant, you will be the ‘face of our firm’ when clients visit. It will be your responsibility to provide the best possible customer service to our clients, and to make the office look as pristine and inviting as possible. Additionally, as part of your Administrative Assistant responsibilities, you will assist the Case Managers in their core administrative duties while working on any other projects or assignments as designated by the Manager.

This hybrid position is an important role in our company and can offer the right candidate many opportunities for career growth and mentorship. Your eagerness to wear multiple hats and jump in wherever needed will be key to your success in this role.

Basic duties include (but are not limited to):

• Greeting clients, assisting them to their conference rooms, and answering preliminary questions concerning the office
• Handling a high volume of incoming phone calls on multiple lines
• Managing the conference room calendar and assisting clients with video, laptop and projection set-up
• Daily general upkeep duties, such as preparing coffee, setting up conference rooms, keeping the office and kitchen tidy and presentable at all times
• Lunch catering, including ordering, setting out lunch and cleaning up after; setting out snacks and beverages
• Drafting hearing notices and generating invoices for mediations, arbitrations, discovery hearings and private trials
• Creating and managing calendar entries on our neutrals’ online calendars
• Making confirmation calls for hearings taking place the following day, as well as following up on payment status
• Collecting, distributing, and processing mail
• Monitoring the use of all office supplies and equipment, keeping track of inventory, ordering supplies on a weekly basis
• Filing of documents and files on a daily basis
• Striving to continuously improve the office space and make it a pleasant environment for the clients and employees while providing excellent customer service

JOB QUALIFICATIONS:

• Bachelor’s Degree is a must and at least two years of experience in a professional office environment is required
• MS Word, Excel and Outlook proficiency is a must, as well as knowledge of general professional office protocol
• Administrative skills and excellent verbal and written communication skills are required
• The right person has excellent listening skills, strong customer focus, impeccable organizational skills, is communicative to upper management, and thrives in a high pressure environment
• Discreet and professional demeanor while displaying sensitivity to confidential matters
• Must have a helpful, "no task is too big or too small" attitude

We are located in the heart of Downtown San Diego at 225 Broadway.

Please submit cover letter and resume in PDF format only in order to be considered for this position.

Please apply through really only. Do not call or email our office. Thank you.

Job Type: Full-time

Pay: $25.48 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• San Diego, CA 92101: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Administrative Assistants & Receptionists: 2 years (Preferred)

Work Location: One location