Receptionist/Office Coordinator

Receptionist/Office Coordinator

This position serves as the first point of contact for visitors and ensures smooth, professional front-office operations. The Receptionist/Office Coordinator provides administrative support by answering the office's main telephone line, managing conference room scheduling and meeting logistics, handling incoming and outgoing mail and deliveries, performing general clerical tasks, and ensuring the general upkeep and organization of the office.

Essential job duties include but are not limited to:

• Operate the reception console by answering and directing calls from the firm's main telephone line in a professional, courteous and timely manner;
• Greet, welcome, and assist clients, visitors, and vendors upon arrival;
• Serve as liaison between the office and building management regarding maintenance requests, security matters, and other facility-related issues;
• Coordinate incoming and outgoing mail and packages, including FedEx, UPS, USPS, and messenger services;
• Manage conference room scheduling, including coordination of logistics, equipment set-up and catering;
• Assist with attorney time entries in 3E/Workspace;
• Assist with client intake processes, including conflicts checks, engagement letters, and new matter memos;
• Monitor and troubleshoot minor office equipment issues including printers; ensure supply of toner and paper;
• Monitor, order and stock office supplies, beverages and snacks;
• Maintain professional and tidy office appearance of all common areas, including reception, conference rooms, kitchen and supply areas;
• Plan and assist with department and office-wide luncheons and social events;
• Provide timely notification to attorneys of mail and packages;
• Schedule appointments, including meetings, conferences, court dates, and depositions for team members;
• Coordinate work flow and prioritize work so that all deadlines can be met;
• Arrange travel schedule and reservations for team members;
• Provide general administrative and clerical support to attorneys and staff as needed; and
• Assist with special projects and duties as assigned.

Qualifications/requirements:

• At least 1 year of administrative/reception experience.
• AA degree preferred
• Proficiency with the MS Office (Word, Excel, PowerPoint and Outlook) applications
• Strong organizational skills with the ability to multi-task and meet deadlines in a fast paced environment
• Professional demeanor with strong client-service orientation
• Excellent verbal and written communication skills.
• Strong problem-solving skills and ability to exercise sound judgment
• Flexibility to work overtime if necessary.
• Reliable, punctual and committed to consistent attendance.

Physical demand:

Lifting up to 25 pounds; kneeling, bending and lifting required. Typing/sitting at desk for extended periods of time; walking company floors to attend to business matters in various departments. Must be able to sit down for several hours at a time, bend, stand, and reach regularly.

Salary:

The salary wage range that we expect to pay for this position is from $50,000 - $60,000/yr and represents our good faith and reasonable estimate of the range of base salary at the time of posting. The actual salary offered may vary based on experience, qualifications, or other relevant factors.

We are an Equal Opportunity Employer.