Receptionist Office Coordinator

Job Title

Womble Bond Dickinson (US) LLP seeks a full-time Receptionist/Office Coordinator to join our Nashville office.

This multi-faceted position integrates front desk hospitality with office services, records coordination, and administrative support responsibilities. This position requires daily in-office attendance, and reports to the Director of Administration. The ideal candidate is proactive, organized, and committed to delivering exceptional client service while ensuring smooth day-to-day office operations. This position does require a vehicle to perform daily mail drop-offs at the post office.

Responsibilities

Client & Visitor Experience

• Provide a welcoming, professional atmosphere for clients and guests.
• Direct visitors to conference rooms and ensure a concierge-level experience.

Meeting & Event Support

• Plan, prepare, and support internal and client meetings in consultation with attorneys and staff.
• Utilize Eptura Engage, meeting room management software, for scheduling and room management.
• Coordinate and place catering orders, and set up conference rooms for breakfast, lunch, and special events.
• Flexibility to occasionally work overtime as needed to support early morning or evening events.

Office Services & Records Support

• Process daily incoming/outgoing mail, overnight packages, and courier services.
• Assist staff and attorneys on various copying, scanning, filing, and creating binders for meetings and legal proceedings.
• Process file intakes, transfers, archiving, and destruction projects accurately and efficiently using FileTrail software.

Facilities & Housekeeping

• Maintain relationships with vendors, building management and building security to ensure smooth office operations.
• Perform daily housekeeping of caf, agile offices, conference rooms, and reception area.
• Load/unload dishwasher, clean refrigerators weekly, and maintain coffee machines and other caf appliances.
• Order and stock pantry, caf supplies (beverages, paper products, etc.) and office supplies.

Administrative & Financial

• Prepare daily office email and maintain office related documents.
• Prepare offices for new personnel.
• Reconcile office credit card statements and process invoices in Chrome River.
• Other administrative duties as assigned.

Requirements

• Energetic, friendly, and highly organized with strong attention to detail.
• Self-starter who takes initiative and works independently while collaborating effectively with the team.
• Strong communication and problem-solving skills with a client service mindset.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proficiency in Word, Outlook, and comfort with scheduling tools (Eptura Engage experience a plus).
• Minimum of an Associate's degree or three years of hospitality, office services, or customer service experience preferred.
• Punctuality and reliable attendance are essential.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.