Front Desk Coordinator

Front Desk Coordinator

William & Mary Law School provides an exceptional education for tomorrow's lawyers. As the nation's first law school, we maintain an enduring tradition of intellectual and professional excellence. We improve legal systems here and abroad through a commitment to the classroom, influential scholarship, and service to the public. Our students become highly skilled advocates, ready to serve their clients and their communities with thoughtful engagement and unwavering integrity. We recognize the challenges of our history and our responsibility to pursue the realization of justice through the rule of law. Above all, we strive to be a diverse and close-knit community, inclusive in the broadest sense and defined by a shared commitment to the rigorous and open-minded study of the law.

The Front Desk Coordinator serves as the Law School's receptionist and primary point of contact for all visitors, faculty, staff, and students. The Law School seeks a reliable, professional team player with excellent customer service skills to perform a variety of clerical duties in support of the daily front desk operations.

Required Qualifications:

• High school diploma or an equivalent combination of education, experience, and training.
• Experience performing administrative functions (typically two or more years).
• Proficiency with basic computer applications, including Microsoft Suite.
• Demonstrated outstanding organizational, administrative, and customer service skills with a high degree of professionalism.
• Demonstrated strong written, verbal, and interpersonal communication skills, with the ability to develop effective working relationships with a variety of internal and external constituents.
• Experience working with confidential and sensitive information.

Preferred Qualifications:

• Several years (typically four or more years) of relevant administrative experience.
• Higher education experience.
• Experience with Virginia State purchasing policies.
• Experience using OneDrive, SharePoint, and Microsoft Teams for digital file storage and collaboration.

Conditions of Employment:

• This is a non-exempt position eligible for overtime in accordance with the Fair Labor Standards Act (FLSA).
• Overtime may be required during peak periods, as directed and approved by the supervisor.
• This position is not eligible for remote work.
• The standard work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.
• Must be able to exert up to 10 pounds of force occasionally, and/or negligible force frequently or constantly, to lift, carry, push, pull, or otherwise move objects, including the human body.
• No restriction - Continuing E&G-funded position, and not term-limited.

Job Duties:

85% - General Reception & Clerical Duties:

• Act as first point of contact for all Law School visitors providing exceptional customer service in support of all requests for information or directions.
• Administer the Law School guest parking process, accepting requests from departments, coordinating parking pass needs with parking services, and communicating billing information to Financial Operations team for processing.
• Work closely with Building Support to process and track work orders to ensure all building maintenance issues are reported and resolved in a timely manner.
• Monitor the general Law Admin email and handle routine requests for information via phone, mail, or email. Forward emails or phone calls as necessary for higher level requests.
• Provide general administrative support as directed and/or work on special projects assigned.

15% - Office Administration Duties:

• Maintain paper and toner supplies and place orders as needed.
• Maintain current copier database with locations and identification.
• Report month-end copier totals for accounting purposes as needed.
• Work with departments and vendors to ensure copiers are in good working order.
• Follow all procedures to recycle waste and toner cartridges.
• Assist faculty and staff with all mail processes.
• Sort and distribute all incoming mail and packages.
• Troubleshoot all mail related issues.
• Act as the primary contact for deliveries.
• Order office supplies per State, University, and departmental guidelines.
• Maintain basic levels of general office supplies.
• Ensure classroom supplies are stocked and in good order.
• Work with departments to ensure confidential documents for shredding are handled correctly and work with contractors on any issues and special pickup requests.
• Other duties as assigned.