Coordinator, Reception/ Conference Services
About The Position
The Coordinator, Reception/Conference Services serves as an ambassador of Davis Polk & Wardwell LLP, creating a professional and welcoming first impression for clients, visitors, and business partners. The role maintains a discreet, service-oriented front-of-house environment and coordinates reception operations and conference room activity. It calls for sound judgment, poise, attention to detail, and a commitment to high-quality hospitality consistent with the standards of a premier law firm. The coordinator welcomes and assists guests, communicates arrivals to attorneys and business services personnel, and escorts or directs visitors. The role also maintains reception and conference spaces, manages room and visitor-office reservations, coordinates meeting support with internal departments, handles calls to the Firm’s main telephone line, and works with Security on visitor access matters. The position may also involve special projects as directed.
Requirements
- High school diploma or equivalent required.
- 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 and a polished, courteous manner.
- Strong organizational skills and the ability to manage multiple priorities efficiently and calmly.
- High level of discretion and ability to handle confidential Firm and client information sensitively.
- Strong attention to detail and commitment to accuracy in scheduling, communications, and presentation.
- Ability to collaborate effectively with attorneys, senior management, business services professionals, clients, and visitors.
- Dependable and punctual, with flexibility regarding scheduling and operational needs.
- Proficiency in Microsoft Office, including Word, Excel, and Outlook, and comfort using a variety of technology.
- Proficiency with conference room booking systems.
Nice To Haves
- College experience is a plus.
- At least three years of experience in reception, conference services, hospitality, or another high-touch client-facing professional environment is preferred.
- Prior experience in a law firm, financial services, corporate headquarters, or another professional services setting is strongly preferred.
Responsibilities
- Welcome clients, visitors, and other guests professionally and discreetly, providing an attentive arrival experience.
- Serve as the first point of contact for guests and provide assistance as needed.
- 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 communicate proactively with internal contacts so visitors are received promptly.
- Maintain the appearance, order, and readiness of reception and conference room spaces.
- Coordinate conference room and visitor-office reservations, confirmations, and scheduling logistics.
- Obtain required approvals for meetings that are personal, non-Firm-related, or outside standard Firm-sponsored activity.
- Liaise with internal service departments to coordinate room setup, catering, technology, teleconference arrangements, and other meeting support.
- Answer calls to the Firm’s main telephone line professionally and route inquiries appropriately.
- Partner with Security on visitor access matters and promptly report unauthorized or suspicious individuals.
- Assist with special projects as directed.
Benefits
- Competitive salary and comprehensive benefits package.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
