Back Office Operations Associate Jobs in Helotes, TX

Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening.

FLSA: Non-Exempt

Reports To: Office Administrator

Department: General Office

POSITION SUMMARY:

The Office Concierge serves as a primary point of contact for clients, guests, attorneys, and business professionals and is responsible for creating a welcoming, professional, and service-oriented experience. This position coordinates front desk and reception activities, assists with client and office events, and provides administrative support to the Office Administrator, Human Resources, Recruiting, local practice groups, and other Firm departments as needed.

The Office Concierge requires exceptional customer service, professionalism, discretion, and attention to detail. This position works collaboratively with attorneys and business professionals to anticipate office and client needs, coordinate multiple priorities, and support the efficient day-to-day office operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Reception & Client Service

· Serve as a primary point of contact for clients, guests, vendors, and other visitors, providing a professional and welcoming experience.

· Greet clients and guests, coordinate building security clearance, and assist with parking validation and other arrival needs.

· Answer and direct incoming telephone calls promptly and professionally.

· Communicate with attorneys, Legal Administrative Assistants, and other business professionals in advance of client visits to understand specific needs and ensure appropriate accommodations.

· Anticipate client and guest needs and coordinate with appropriate Firm personnel to provide responsive service.

· Maintain the confidentiality of client, attorney, employee, and Firm information.

· Develop positive working relationships with attorneys and business professionals to gain an understanding of practice groups, clients, and office needs.

Office & Event Support

· Coordinate catering for client meetings, office events, attorney meetings, and other Firm activities.

· Communicate with attorneys and business professionals regarding catering requirements, dietary needs, timing, setup, and other event details.

· Develop and maintain professional relationships with caterers, vendors, and other service providers.

· Assist with event logistics, including room setup, décor, nametags, materials, catering, and other event-related needs.

· Provide on-site support for office and client events as requested.

· Maintain the professional appearance and readiness of the reception area, lobby, conference rooms, and other client-facing spaces.

· Submit building maintenance and service requests as needed and follow through to resolution.

· Respond to last-minute meeting, catering, and office requests with professionalism and sound judgment.

Administrative & Office Support

· Provide administrative support to the Office Administrator and other Firm departments as requested.

· Support Human Resources by maintaining and updating office documents, telephone lists, floor maps, and other office information.

· Assist Human Resources with special projects and office initiatives as requested.

· Provide administrative support to local Practice Group Leaders, including coordinating and scheduling recurring meetings.

· Prepare, update, and format correspondence, presentations, spreadsheets, lists, and other administrative materials as needed.

· Assist with general office projects and operational needs while maintaining accuracy and attention to detail.

Deliveries & Office Coordination

· Receive, record, and appropriately route deliveries received by the Firm.

· Maintain accurate records of outgoing deliveries and coordinate pickup or distribution as needed.

· Communicate delivery issues or time-sensitive items to the appropriate attorneys or business professionals.

· Assist with coordination of vendors, building services, and other office operational needs.

· Identify routine office needs and communicate issues requiring attention to the Office Administrator.

Team & Service Support

· Build collaborative working relationships with attorneys and business professionals across the Firm.

· Provide backup and overflow administrative assistance as needed to support office operations.

· Organize and prioritize multiple assignments while responding effectively to changing and time-sensitive needs.

· Exercise sound judgment and independently resolve routine client service, catering, delivery, and administrative issues.

· Perform responsibilities with appropriate independence while escalating issues to the Office Administrator when necessary.

· Perform additional duties and special projects as assigned.

QUALIFICATIONS:

· High school diploma or GED required; associate's or bachelor's degree preferred.

· Minimum of one (1) year of experience in reception, hospitality, customer service, office administration, or a related professional environment.

· Prior law firm, professional services, corporate office, hospitality, or other client-facing experience preferred.

· Exceptional customer service skills with a professional, positive, and welcoming demeanor.

· Strong verbal, written, and interpersonal communication skills with the ability to interact effectively with clients, guests, attorneys, business professionals, candidates, vendors, and individuals at all levels of the Firm.

· Strong organizational and time management skills with the ability to prioritize multiple assignments and respond effectively to changing business needs.

· Demonstrated problem-solving skills with the ability to address last-minute catering requests, delivery issues, scheduling needs, and routine administrative matters.

· Strong attention to detail and commitment to providing accurate, high-quality service.

· Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.

· Ability to learn and effectively utilize Firm technology, scheduling systems, visitor management tools, and other office applications.

· Ability to work independently with minimal supervision while collaborating effectively within a team-oriented environment.

· Ability to exercise sound judgment, maintain confidentiality, and appropriately handle sensitive client, employee, attorney, and Firm information.

· Dependable attendance and punctuality are required due to the client-facing and operational responsibilities of the position.

· Ability to work additional or adjusted hours as necessary to support client meetings, Firm events, recruiting activities, and other business needs.

WORK CONDITIONS:

This position operates in a professional office environment using standard office equipment and technology. The role requires frequent interaction with clients, guests, attorneys, business professionals, vendors, and candidates and requires regular movement throughout the office to support reception, conference rooms, meetings, deliveries, and events.

The position may require periods of sitting and standing and occasional lifting or movement of meeting, catering, or event materials. Additional or adjusted hours may occasionally be necessary to support client meetings, Firm events, recruiting activities, or other business needs.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, veteran status, sexual orientation, gender identity, marital status, pregnancy, genetic information, or any other characteristic protected by law and will not be discriminated against on the basis of disability. It is our intention that all qualified applicants are given equal opportunity and that employment decisions be based on job-related factors.