Front Desk & Office Administrator

Job Description

Job Description

Front Desk & Office Administrator

Position Summary

The Front Desk & Office Administrator serves as the face of Richmond Vona and plays a critical role in creating an exceptional experience for clients, guests, and team members alike.

This position owns front desk operations, inbound calls, mail and deliveries, and the day-to-day upkeep of the office environment (conference rooms, kitchen, supplies, and facilities coordination). This is a dedicated reception and office-operations role — it is not a general administrative support position for other departments.

The ideal candidate is highly organized, service-oriented, proactive, and energized by creating order and structure. They take pride in maintaining a professional office environment, enjoy helping others, and thrive in a fast-paced workplace where no two days are exactly the same.

Successful candidates will embody Richmond Vona's core values of Winning, Always Ready, Professionalism, Precision, High-Level Communication, Accountability, and Service.

About Richmond Vona

Richmond Vona is a rapidly growing personal injury law firm located in Buffalo, New York. Our mission is to provide a superior level of service to our clients through personal connection, continuous communication, and relentless advocacy.

Recognized as one of Inc. 5000's Best Workplaces in America and one of Buffalo Business First's Best Places to Work, we are committed to building an exceptional workplace where team members can grow professionally while making a meaningful impact on the lives of our clients.

Core Responsibilities

Reception & Client Experience

• Serve as the first point of contact for clients, guests, vendors, and visitors.
• Answer and route incoming phone calls professionally and efficiently throughout the day.
• Greet visitors and create a welcoming, professional office experience.
• Monitor reception areas to ensure they remain organized, presentable, and client-ready at all times.
• Receive, sort, scan, and distribute mail, packages, and deliveries.
• Manage conference room calendars and visitor logistics, including depositions and guest check-ins.

Office Operations & Facilities Management

• Maintain conference rooms, kitchen areas, reception spaces, and common areas to ensure they are clean, stocked, organized, and ready for use.
• Monitor office supply inventory and coordinate ordering as needed.
• Manage beverage, snack, and office supplies.
• Manage and maintain office equipment such as printers and mail machines.
• Serve as a point of contact for building management, maintenance vendors, cleaning services, and other facilities-related partners.
• Track facilities requests and ensure issues are resolved in a timely manner.
• Support office improvement initiatives and workplace experience projects.

Light-Touch Scheduling Support

This is limited to logistics directly tied to the front desk function — not ownership of departmental initiatives.

• Coordinate conference room bookings for meetings, trainings, and firm events.
• Assist with workspace setup for new hire first days (desk, badge, supplies).
• Provide day-of logistical support (room setup, catering drop-off) for firm events organized by HR or Marketing.

Qualifications

Required

• High school diploma or equivalent.
• 2+ years of experience in a receptionist, front desk, or customer service role.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Professional appearance and demeanor.
• Strong customer service mindset and attention to detail.
• Proficiency with Microsoft Office Suite and general business technology platforms.

Preferred

• Experience in a professional services, legal, healthcare, or corporate environment.
• Experience managing office supplies, vendors, or facilities logistics.

Success in This Role

Successful Front Desk & Office Administrators are proactive, dependable, and highly organized individuals who take ownership of the workplace experience. They anticipate needs before they arise, maintain a professional and welcoming environment, and ensure both clients and team members feel supported from the moment they walk through the door.

What We Offer

Compensation

• Competitive compensation based on experience and qualifications.
• Performance-based bonus opportunities tied to firm success.

Benefits

• 100% employer-paid single medical and dental coverage.
• Life insurance, AD&D, and disability benefits.
• Vision insurance and voluntary benefits.
• 401(k) with employer contribution.
• Generous paid time off.
• Summer hours program.
• Free onsite parking.

Professional Development

• Structured onboarding and training program.
• Opportunities for career growth as the firm continues to expand.

Culture

• Award-winning workplace culture focused on teamwork, growth, accountability, and service.
• Regular team-building events, celebrations, and recognition programs.
• Beautiful downtown Buffalo office environment.