Receptionist / Events Coordinator

Lippes Mathias LLP•Buffalo, NY

1d•$55,000 - $65,000•Onsite

About The Position

We are seeking a dedicated, detail-oriented professional to serve as our law firm Reception / Event Coordinator and oversee our state-of-the-art event center. This pivotal role combines hospitality expertise with operational skills to create seamless experiences for internal team members, visitors, and clients alike. As the face of our firm's new event center, the Event Center Coordinator will maintain a sophisticated environment where collaboration, innovation, and professionalism flourish. The Coordinator will be solely responsible for facilitating all events that take place in our Welcome Center & Collaboration Hall — spanning both internal and external events — and will manage the full lifecycle of each event from initial intake and space availability through to day-of execution, including coordination of AV requirements, catering, vendor logistics, and all ancillary needs. This role demands a proactive problem-solver who anticipates needs, manages multiple priorities with poise, and consistently delivers exceptional customer service. The ideal candidate thrives in a dynamic setting, coordinating regularly with various departments, including the operations team, marketing team, IT, and others, to ensure a high-level operation of the event center.

Requirements

10+ year’s applicable experience, with emphasis in hospitality, customer service and event coordination
After orientation at Lippes Mathias, exhibit proficiency in the Microsoft Office suite and other firm applications and equipment
Flexibility to work overtime, as required
Flexibility to work evenings and weekends, if necessary
Commitment to excellent customer service
Polished and professional appearance and demeanor
Strong interpersonal and communication skills
Strong organizational skills with ability to multitask and prioritize responsibilities as well as attention to detail and follow-through
Demonstration of reliability and dependability
Collaborative spirit with a “can do” attitude, demonstrates resourcefulness
Ability to maintain composure under pressure, and handle simultaneous requests with grace

Responsibilities

Greet and assist visitors with professionalism and warmth
Monitor conference spaces to ensure they are well-supplied, organized, and maintained to the highest standards
Stock rooms with required supplies and maintain orderliness throughout the day
Assist with organization of visitor office reservations, including preparation and direction to appropriate spaces
Compile and provide catering options to teams that are planning events
Submit catering and event orders
Monitor food and beverage service, ensuring each meeting receives exceptional service
Coordinate check-in and food tables for events and meetings
Manage conference room calendar and assist users with booking spaces as needed
Work closely with internal departments to ensure meetings run smoothly and as planned
Coordinate with marketing, facilities, and IT teams for seamless event execution
Arrange daily logistics for scheduled meetings, including room setup and configuration
Provide after-hours support as needed
Respond promptly to issues with excellent customer service
Ensure meeting reservations are entered promptly in scheduling systems
Assist IT in providing technical support for audiovisual equipment and presentation technologies
Troubleshoot basic technology issues to minimize disruption to meetings
Coordinate parking for new employees and visitors
Coordinate travel arrangements, including flights, ground transportation, and accommodations for attorneys and clients as needed
Establish and maintain familiarity with all employees and departments in the office
Develop systems to anticipate and address needs before they arise
Uphold firm's standards of excellence and confidentiality at all times
Perform additional duties as assigned to support firm operations