JAMS
Administrative Assistant, Client Services
JAMS, San Francisco, California, United States, 94199
Overview:
A Brief OverviewProvides service and administrative support to clients, panelists (judges and attorneys), and associates. Enhances client experience by creating a welcoming and inviting office atmosphere and providing concierge service. Performs general functions in support of the Resolution Center. Serves as a mentor for other team members in the office and region. Handles front desk training and back office administrative support; assists with team and/or event coverage. Develops and manages relationships with vendors.
Responsibilities:Provides professional concierge-level client services (leads client and neutral check-in, assigns rooms, assists with front desk logistics and responsibilities). Assists associates, Panelists, clients, and vendors including handling special needs and requests like ADA accommodations. Moderates virtual and hybrid hearings, answers phones, and routes inquiries.Maintains inventory, orders office supplies, and manages pick-up/delivery services; monitors facility equipment (printers, coffee machines, postage machine, etc.).Provides technical support for on-site cases in tandem with the AMFA, IT, and VADR teams; supports Panelists with technology needs, assistance, and trouble-shooting throughout the day; and assists with tech set-ups and logistics for in-person and hybrid hearings.Acts as point of contact in absence of AMFA; communicates with the local management team regarding general status of RC and region, facility issues, Panelist concerns, etc.; liaises with other departments as it relates to event planning; assists with cost containment practices; streamlines front desk procedures; and partners with AMFA to address safety plans, evacuation procedures, etc.Performs administrative tasks (case management support, filings, etc.), prepares and distributes mail, conducts data entry, maintains document retention, and assists on other projects designated by the manager.Coordinates food/Beverage service (cafes, snacks, beverages, coffee), lunch set up, and breakdown; orders lunches, maintains list of lunch/snack vendors, and looks for new vendors and snack varieties based on client needs/use.Serves as the safety response coordinator and the on-site contact when there is a complex room request.Ensures all new panelists are welcomed and oriented to the organization.Qualifications:
High School RequiredBachelor's Degree in Business, Business Administration, or related discipline Plus4-6 years of working in a comparable professional services environment. Required4-6 years of working in legal and client service role. Plus1-3 years Internal Candidates: Proven ability as an AACS or similar position to lead or mentor. RequiredKnowledge of all processes, procedures, and policies required to perform duties effectively. (Plus proficiency)Computer literate and proficient in all software programs required for the position. (Required proficiency)Verbal and written communication skills. (Required proficiency)Ability to organize, prioritize, and manage multiple responsibilities and tasks in a quick-paced environment. (Required proficiency)Ability to troubleshoot technical issues while working with remote IT support. (Preferred proficiency)Ability to operate virtual media software, connect to Zoom sessions, and connect audio calls to video calls. (Preferred proficiency)Prior experience with multimedia support (e.g. Zoom, HDMI connection to display, Creston). (Plus proficiency)Ability to proactively verify and test existing A/V equipment. (Plus proficiency)Our people are passionate about what they do, the product they sell, and the customers they serve. If you're looking for an opportunity to be a part of a work family that values collaboration, innovation and dedication, we're the right company for you.
A Brief OverviewProvides service and administrative support to clients, panelists (judges and attorneys), and associates. Enhances client experience by creating a welcoming and inviting office atmosphere and providing concierge service. Performs general functions in support of the Resolution Center. Serves as a mentor for other team members in the office and region. Handles front desk training and back office administrative support; assists with team and/or event coverage. Develops and manages relationships with vendors.
Responsibilities:Provides professional concierge-level client services (leads client and neutral check-in, assigns rooms, assists with front desk logistics and responsibilities). Assists associates, Panelists, clients, and vendors including handling special needs and requests like ADA accommodations. Moderates virtual and hybrid hearings, answers phones, and routes inquiries.Maintains inventory, orders office supplies, and manages pick-up/delivery services; monitors facility equipment (printers, coffee machines, postage machine, etc.).Provides technical support for on-site cases in tandem with the AMFA, IT, and VADR teams; supports Panelists with technology needs, assistance, and trouble-shooting throughout the day; and assists with tech set-ups and logistics for in-person and hybrid hearings.Acts as point of contact in absence of AMFA; communicates with the local management team regarding general status of RC and region, facility issues, Panelist concerns, etc.; liaises with other departments as it relates to event planning; assists with cost containment practices; streamlines front desk procedures; and partners with AMFA to address safety plans, evacuation procedures, etc.Performs administrative tasks (case management support, filings, etc.), prepares and distributes mail, conducts data entry, maintains document retention, and assists on other projects designated by the manager.Coordinates food/Beverage service (cafes, snacks, beverages, coffee), lunch set up, and breakdown; orders lunches, maintains list of lunch/snack vendors, and looks for new vendors and snack varieties based on client needs/use.Serves as the safety response coordinator and the on-site contact when there is a complex room request.Ensures all new panelists are welcomed and oriented to the organization.Qualifications:
High School RequiredBachelor's Degree in Business, Business Administration, or related discipline Plus4-6 years of working in a comparable professional services environment. Required4-6 years of working in legal and client service role. Plus1-3 years Internal Candidates: Proven ability as an AACS or similar position to lead or mentor. RequiredKnowledge of all processes, procedures, and policies required to perform duties effectively. (Plus proficiency)Computer literate and proficient in all software programs required for the position. (Required proficiency)Verbal and written communication skills. (Required proficiency)Ability to organize, prioritize, and manage multiple responsibilities and tasks in a quick-paced environment. (Required proficiency)Ability to troubleshoot technical issues while working with remote IT support. (Preferred proficiency)Ability to operate virtual media software, connect to Zoom sessions, and connect audio calls to video calls. (Preferred proficiency)Prior experience with multimedia support (e.g. Zoom, HDMI connection to display, Creston). (Plus proficiency)Ability to proactively verify and test existing A/V equipment. (Plus proficiency)Our people are passionate about what they do, the product they sell, and the customers they serve. If you're looking for an opportunity to be a part of a work family that values collaboration, innovation and dedication, we're the right company for you.