Office Coordinator/Receptionist

Job Description

Job Description

Office Coordinator/Receptionist –

Full-Time, Carmel, IN

Krieg DeVault, LLP is seeking a professional and detail-oriented Office Coordinator/Receptionist to join our dynamic team at our Carmel, Indiana location. This dual-role position is central to ensuring the smooth operation of our office and creating a welcoming environment for clients, visitors, and firm personnel. The ideal candidate is organized, proactive, and thrives in a fast-paced, high-stakes environment. The successful candidate will be self-motivated with a hands-on, positive, "can-do" approach with a desire to think creatively to identify and implement proactive solutions.  Our firm is committed to fostering a supportive and inclusive workplace culture. This role requires physical presence in the office during standard business hours, with occasional flexibility for early morning or evening events.

Essential Job Duties:  

Office Coordination Duties:

• Office Operations: Coordinate with property management, maintenance providers, and firm management to address office needs and resolve issues promptly.
• Oversee inventory and replenishment of office and kitchen supplies, ensuring availability at all times.
• Day-to-Day Maintenance: Monitor the office environment to ensure it remains clean, organized, and functional. Execute and maintain daily cleanliness and operations standards for all public areas, conference facilities, and hoteling office spaces.
• Event Coordination: Support the planning and execution of office events, client receptions, and staff meetings.
• Safety and Compliance: Assist in enforcing workplace safety protocols and reporting any hazards or incidents.
• Space Management: Manage office layout through office and workstation setups and moves to accommodate new hires or reorganizations.
• General Support: Provide general and legal administrative overflow support.  Participate in and support special projects supporting other internal business units.
• Audio/Visual: Provide first line support for audio/visual equipment troubleshooting for conference facilities. Obtain and maintain proficiency on the technical uses of a/v equipment. Train all office personnel in the use of a/v equipment. 

Receptionist Duties:

• Front Desk Management: Serve as the first point of contact for clients, guests, and vendors, ensuring a professional and friendly reception experience.
• Call Handling: Manage a multi-line phone system by screening, routing, and prioritizing calls effectively.
• Visitor Coordination: Greet and register visitors, ensuring compliance with firm security protocols.
• Meeting Support: Schedule, prepare, and maintain conference rooms for client meetings and internal use, including arranging technology and refreshments as needed.
• Mail and Deliveries: Coordinate with onsite facilities vendor to receive, sort, and distribute incoming mail and packages; coordinate outgoing mail and courier services.

Minimum Requirements:

·        High school diploma or equivalent required.

·        3+ years of experience in an administrative, receptionist or administrative role, preferably in a law firm or professional services environment.

·        High proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

·        Tech savvy with the ability and desire to learn new technologies.

·        Ability to problem solve, work and think independently.

·       Exceptional communication, interpersonal, and organizational skills with a keen attention to detail.

·       Ability to maintain confidentiality, prioritize tasks, and manage time effectively in a client-facing role.

EEO Policy: It is the policy of Krieg DeVault LLP that an individual’s race, color, religion, sex, disability, sexual orientation, gender identity, U.S. military veteran status, national origin, age, genetic information, family status, or other characteristics protected by law are not and will not be considered in any personnel or management decisions. We affirm our commitment to these fundamental policies.

E-Verify: Krieg DeVault LLP participates in the federal government’s E-Verify program. With all new hires, we provide the Social Security Administration and, when applicable, the U.S. Department of Homeland Security with information from each new employee’s Form I-9 to confirm work authorization.