Receptionist / Events Coordinator

Lippes Mathias LLP•Buffalo, NY

7d•Onsite

About The Position

Lippes Mathias is seeking a dedicated, detail-oriented professional to serve as their law firm Reception / Event Coordinator. This role will oversee the firm's state-of-the-art event center, combining hospitality expertise with operational skills to create seamless experiences for internal team members, visitors, and clients. The Event Center Coordinator will be responsible for facilitating all events in the Welcome Center & Collaboration Hall, managing the full lifecycle from initial intake to day-of execution, including AV, catering, and vendor logistics. This position requires a proactive problem-solver who can manage multiple priorities with poise and deliver exceptional customer service, coordinating regularly with various departments such as operations, marketing, and IT.

Requirements

10+ years of 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.
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.
Ability to 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.
Stock rooms with required supplies and maintain orderliness.
Assist with organization of visitor office reservations.
Compile and provide catering options to teams planning events.
Submit catering and event orders.
Monitor food and beverage service for meetings.
Coordinate check-in and food tables for events and meetings.
Manage the conference room calendar and assist users with booking spaces.
Work closely with internal departments to ensure meetings run smoothly.
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.
Coordinate parking for new employees and visitors.
Coordinate travel arrangements, including flights, ground transportation, and accommodations for attorneys and clients.
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.