Receptionist Project Coordinator

Davis Wright Tremaine LLP•Washington D.C., DC

41d•$57,000 - $63,000•Onsite

About The Position

This is an exciting opportunity to work for one of the top law firms in the U.S.! Davis Wright Tremaine LLP is looking for a Receptionist Project Coordinator to join our team in our Washington D.C. office. This is an essential position that will require five days in-office. This position is responsible for being an ambassador for the Washington, D.C. office by greeting clients; answering and directing incoming calls for the main phone lines; maintaining the office conference room calendar; assisting visitors, attorneys and staff with a variety of matters; receiving deliveries; supporting team meetings and office events; coordinating projects with the lead office project coordinator; and other tasks as may be assigned. This role also provides administrative, operational, and logistical support to ensure the smooth day-to-day functioning of the office. This individual exercises sound judgment, discretion, and professionalism in a fast-paced legal environment and plays a critical role in maintaining office efficiency and service excellence. At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled. On a typical day you will: Serve as the primary point of contact for the Washington, D.C. office, setting the standard for client service and professionalism Answer and screen incoming calls for the office promptly and professionally Answer attorney lines that bounce back to reception and offer to take detailed messages or transfer to voicemail as directed. Send messages via email when necessary Greet clients, visitors and vendors; notify attorneys and/or staff of their arrival in a timely manner; escort visitors to scheduled conference rooms and offices and ensure their needs are met; arrange for a host to escort if necessary Communicate with attorneys and staff regarding a variety of inquiries and requests for assistance, e.g. scheduling reservable offices, ordering cars, etc. Monitor Concierge email inbox and respond to email messages, send office-wide updates and announcements as needed, create, and distribute daily and weekly office schedule updates Create event flyers and draft invitations using Canva, submit for approval, and rotate them on the main kiosk; order business cards for new attorneys Coordinate office events with the lead project coordinator, including follow-up as necessary to ensure smooth execution Monitor set-ups in conference rooms daily including food catering orders appropriate for the number of guests, equipment set up and communication with support teams involved. Contact office services when conference rooms are vacated for timely clean up; assist the team with setting up and breaking down meetings as needed Obtain appropriate charge-back information for catering orders, maintain log of attorney / client dietary restrictions and catering preferences Maintain phones listings for new hires and departures; coordinate with administration regarding new assignments, numbers, and extensions Receive hand delivered client documents and notify mailroom Assist staff and attorneys with reserving conference/meeting/visitor rooms. Maintain reception area, i.e. keep visitor coat closet in order and assist in returning missing items to their respective owners; manage reception magazine rack and floral arrangements Assist with visitors of the firm: enter guests into building security system; manage visiting office schedules; confirm visits daily; create and distribute appropriate name tags for visitor offices; distribute and collect security badges for visitors; update security badge logs, assist with copying or faxing as needed Interact with building security: coordinate scheduled and unscheduled visitor arrivals; report spills, temperature requests, lighting, electrical and any related facilities issues using the databases to track job orders Assist with other clerical tasks as needed, including time entry Provide team coverage of Receptionist shifts on the West Coast and NYC office as needed Maintain regular and consistent attendance and punctuality. Adhere to schedule by being timely on breaks, lunches, and meetings

Requirements

3+ years’ experience as receptionist or administrative assistance in an office environment required; experience using a multi-line phone system preferred
High school graduate or GED equivalent required; advanced education preferred
Excellent communication and interpersonal skills, including the ability to maintain effective working relationships and communicate verbally and in writing in a professional, courteous manner with clients, firm members, and other business contacts
Strong problem-solving skills with the ability to anticipate needs and act proactively
Ability to interact with lawyers and staff at all levels
Ability to take ownership of projects and handle multiple projects simultaneously
Ability to operate standard office equipment such as fax machine, copiers, scanners, phones and computer
Demonstrated proficiency MS Office products required (MS Office 2010 preferred); must type 45 wpm
Demonstrated ability to communicate in writing and have excellent grammar; spelling and proofreading skills
Ability to pay close attention to detail and be highly organized and accurate, and use good judgment
Demonstrated ability to maintain regular attendance and punctuality, and maintain a professional appearance
Demonstrated ability to thrive in a high-pressure, client-facing professional services environment
Ability to work extended hours or periodically change work schedule / hours if needed, required.
Flexibility to work overtime, if needed

Nice To Haves

Previous experience in a law-firm or professional services organization, supporting a multi-office environment, preferred

Responsibilities

Serve as the primary point of contact for the Washington, D.C. office, setting the standard for client service and professionalism
Answer and screen incoming calls for the office promptly and professionally
Answer attorney lines that bounce back to reception and offer to take detailed messages or transfer to voicemail as directed.
Send messages via email when necessary
Greet clients, visitors and vendors; notify attorneys and/or staff of their arrival in a timely manner; escort visitors to scheduled conference rooms and offices and ensure their needs are met; arrange for a host to escort if necessary
Communicate with attorneys and staff regarding a variety of inquiries and requests for assistance, e.g. scheduling reservable offices, ordering cars, etc.
Monitor Concierge email inbox and respond to email messages, send office-wide updates and announcements as needed, create, and distribute daily and weekly office schedule updates
Create event flyers and draft invitations using Canva, submit for approval, and rotate them on the main kiosk; order business cards for new attorneys
Coordinate office events with the lead project coordinator, including follow-up as necessary to ensure smooth execution
Monitor set-ups in conference rooms daily including food catering orders appropriate for the number of guests, equipment set up and communication with support teams involved.
Contact office services when conference rooms are vacated for timely clean up; assist the team with setting up and breaking down meetings as needed
Obtain appropriate charge-back information for catering orders, maintain log of attorney / client dietary restrictions and catering preferences
Maintain phones listings for new hires and departures; coordinate with administration regarding new assignments, numbers, and extensions
Receive hand delivered client documents and notify mailroom
Assist staff and attorneys with reserving conference/meeting/visitor rooms.
Maintain reception area, i.e. keep visitor coat closet in order and assist in returning missing items to their respective owners; manage reception magazine rack and floral arrangements
Assist with visitors of the firm: enter guests into building security system; manage visiting office schedules; confirm visits daily; create and distribute appropriate name tags for visitor offices; distribute and collect security badges for visitors; update security badge logs, assist with copying or faxing as needed
Interact with building security: coordinate scheduled and unscheduled visitor arrivals; report spills, temperature requests, lighting, electrical and any related facilities issues using the databases to track job orders
Assist with other clerical tasks as needed, including time entry
Provide team coverage of Receptionist shifts on the West Coast and NYC office as needed
Maintain regular and consistent attendance and punctuality.
Adhere to schedule by being timely on breaks, lunches, and meetings