Front Of House Coordinator/administrative Assistant

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Front of House Coordinator/Administrative Assistant
Duties: Welcomes and receives guests and clients. Operates multi-line console, answering phones and transferring calls internally and between office locations. Takes and delivers messages when appropriate. Schedules meetings and arranges conference rooms for multiple offices using the global hospitality software and zoom. Schedules visitor offices. Coordinates food and beverage services with vendors for meetings and office events. This includes working with Office Services personnel to ensure that meeting rooms and events are set-up and broken down in a timely and appropriate manner. Works with IT and Office Services personnel to maintain meeting rooms; monitor relevant supplies and facilitate use of videoconference and other audio/visual equipment. Coordinates building/parking garage access requests into the building’s tenant operations worksite. Provide general in-office administrative support, working closely with Legal Secretaries and fee-earners. Assist with conforming process for estate planning documents. Assist with client file opening, conflict checks, and other processes related to onboarding new clients and opening new matters. Assist with the monthly billing process, including time entry, producing billing guides, transferring time, and creating pdf bill packs. Prepare letters and enclosures. Prepare and submit expenses using Chrome River. Photocopy, scan, and print documents. Review and proofread documents. Scan/e-file documents. Assist with maintaining e-files and hard copy filing. Provide Notary and witness services. Assist other team and support departments. Additional duties as required.

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