Legal Receptionist - Entry Level

Job Description

Legal Receptionist - Entry Level

Conference & Events Department - Century City (On-Site)

Summary:

The Client Services Specialist provides high-level support to attorneys, clients, staff, and visitors using the office's conference center. Responsibilities include managing all aspects of conference room scheduling through an event-management platform, overseeing meeting logistics, coordinating catering, monitoring room availability, and ensuring accurate communication between all parties involved in conference center operations.

Qualifications:

• Strong background in client services with exceptional organizational skills, initiative, and attention to detail.
• Ability to manage a high-volume workload with excellent time-management and multi-tasking abilities.
• Outstanding verbal and written communication skills; able to listen effectively, problem-solve, and interact professionally at all levels.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), including document creation/editing, basic spreadsheets, and loading materials for meetings.
• General knowledge of audio-visual systems for basic setup (microphones, presentation equipment, etc.).
• Ability to operate and troubleshoot standard office equipment (copiers, scanners, fax machines).
• Minimum of three years of front-desk, reception, or hospitality experience in a professional environment; experience in a law office or legal services environment strongly preferred.
• Ability to learn and utilize event-management/scheduling software.
• Flexibility to work alternative shifts, share overtime needs, and support occasional weekday, weekend, holiday, or event coverage.
• Ability to work collaboratively with internal departments involved in conference services, including administrative, technology, office services, and catering teams.

Duties & Responsibilities:

• Uphold a high level of professionalism while interacting with attorneys, staff, clients, and visitors.
• Answer, route, and place phone calls; welcome and direct visitors to appropriate destinations.
• Provide concierge-level service in the conference center, assisting with guest needs and special requests.
• Schedule and modify conference room bookings, including coordinating catering, room setup, and equipment needs with internal service teams.
• Work closely with meeting requestors to gather necessary reservation details and enter accurate information into the scheduling system.
• Maintain detailed knowledge of each conference room's capacity, layout, and audiovisual capabilities to ensure proper placement of meetings.
• Track and coordinate temporary guest/visitor office assignments.
• Assist with arrangements for transportation, dining, travel, lodging, and other client-service requests.
• Ensure all requests are handled accurately and promptly.
• Build and maintain strong working relationships with attorneys, staff, and guests.
• Complete visitor registration and maintain security protocols, including issuing and collecting visitor badges.
• Perform administrative tasks such as scanning, copying, mailing, and printing.
• Operate coffee/espresso machines; manage drink orders and deliver beverages for meetings.
• Coordinate catering orders, setup, and breakdown for meetings and events.
• Work with facilities teams to schedule cleaning of conference and visitor office spaces.
• Ensure reception, conference rooms, kitchen areas, and surrounding spaces remain organized and well-stocked.
• Provide feedback to management regarding issues affecting client services or conference center operations.
• Process invoices, expense reimbursements, time entry, and other assigned administrative tasks.
• Maintain regular and punctual attendance.
• Uphold strict confidentiality and discretion with all sensitive information.
• Perform additional duties as assigned.

Position Details:

Status: Non-E

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.