Coordinator - Reception and Conference Services
About The Position
The Coordinator - Reception and Conference Services serves as a key ambassador of the Firm and is responsible for creating an exceptional first impression for clients, visitors, and business partners. This individual plays a central role in maintaining a highly professional, discreet, and service-oriented front-of-house environment while ensuring the seamless coordination of reception operations and conference room activity. The ideal candidate brings sound judgment, poise, attention to detail, and a commitment to delivering a best-in-class hospitality experience consistent with the standards of a premier law firm.
Requirements
- Exceptional client service skills and a hospitality-driven mindset.
- Professional presence, sound judgment, and interpersonal sophistication appropriate for a premier law firm environment.
- Excellent verbal and written communication skills, with a polished and courteous manner.
- Strong organizational skills and the ability to manage multiple priorities with efficiency and composure.
- High level of discretion and the ability to handle confidential Firm and client information with sensitivity.
- Strong attention to detail and commitment to accuracy in scheduling, communications, and presentation.
- Ability to work collaboratively and effectively with attorneys, senior management, business services professionals, clients, and visitors.
- Dependable, punctual, and flexible with respect to scheduling and operational needs.
- Proficient in Microsoft Office, including Word, Excel, and Outlook, and comfortable using a variety of technology
- Proficient in Conference Room Booking systems
Nice To Haves
- College experience is a plus
- One or more years of experience in reception, conference services, hospitality or other high-touch client-facing professional environment preferred
- Prior experience in a law firm, financial services, corporate headquarters, or other professional services setting is strongly preferred.
Responsibilities
- Welcome clients, visitors and other guests with professionalism and discretion, ensuring a polished and attentive arrival experience.
- Serve as first point of contact for guests and provide assistance as needed ensuring a high level of service
- Notify attorneys and business services personnel of guest arrivals and escort or direct visitors to the appropriate office or conference room.
- Monitor guest wait times and proactively communicate with internal contacts to ensure visitors are received promptly.
- Maintain the appearance, order, and readiness of the reception area and conference room spaces to reflect the Firm’s professional standards at all times.
- Coordinate conference room reservations, confirmations, and scheduling logistics with accuracy and attention to detail.
- Obtain required approvals for meetings that are personal, non-firm related, or otherwise outside-standard Firm-sponsored activity.
- Liaise with internal service departments to coordinate room setup, catering, technology, teleconference arrangements, and other meeting support needs.
- Answer calls to the Firm’s main telephone line in a polished and professional manner and route inquiries appropriately.
- Partner with Security regarding visitor access matters and promptly report any unauthorized or suspicious individuals.
- Assist with special projects as directed
Benefits
- competitive salary
- comprehensive benefits package
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
