Receptionist/client Service Coordinator

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Receptionist/Client Service Coordinator

The candidate will welcome and greet clients and visitors and ensure proper clearance and routing of guests in accordance with firm policies; notify supervisor of unique situations. Receive incoming telephone calls in a professional and timely manner for both the local office and the firm in accordance with the procedures for firmwide telephone coverage. Communicate with internal and external clients, either in person or via the telephone, in a courteous and highly professional manner while delivering strong client care. Reserve and/or approve conference room requests in accordance with the instructions given; use the firm’s meeting room software; and collaborate with legal practice and executive assistants and other firm personnel, as needed. Manage all catering orders for approved meetings and events, collaborating with Hospitality and other firm personnel as needed. Follow the firm policies and protocols for catering cost limits, budgets, billing codes for non- client, internal and/or practice group–related meetings, department meetings, committee meetings, staff meetings, internal working lunches, etc. Process and submit catering invoices for approval and payment. Ensure the conference rooms and reception area are kept tidy and meet required standard. Oversee hoteling, visitor reservations, and inventory in offices and workspaces; accommodate business needs by optimizing available space; ensure that spaces are clean and stocked with basic office supplies and visitor tip sheets. Manage all concierge-level requests (i.e., taxis, flowers, etc.) in accordance with the instructions given and ensure adequate records are kept. Assist guests with special requests such as printing, food orders, scanning, basic supplies, Wi-Fi passwords, basic technology-related troubleshooting, directions to or recommendations of local restaurants and other businesses, etc.. Follow the firm policy of accepting the service of legal papers/process servers and notifying designated personnel identified in the local office procedures. Record documents received, process deliveries, and validate parking, as needed. Be vigilant of who accesses the floor,; follow the firm’s floor safety policies,; and report concerns to supervisor when necessary. Verify guest identification, issue guest name badges, and announce guests in compliance with firm protocol. Notify Operations and Administration of janitorial and building maintenance requests. Issue loaner cardkeys to firm employees; provide vendors with vendor cardkeys as appropriate and maintain accurate records of their disposition; manage and track inventory of cards. Participate in team meetings and provide regular feedback; update the local and firm desk books as needed at least every quarter. Participate in the onboarding process with new timekeepers and staff, highlighting the benefits provided by the firm’s Reception and Client Service Coordinator, Catering, and Concierge services. Assist Office Business Director, legal practice and executive assistants, and timekeepers with clerical overload and special project work. Support the Business Operations Department with assigned tasks, which may include administrative contributions to the Marketing, Finance, and Practice Management teams. Conduct internet research as directed by timekeepers, legal practice or executive assistants, or guests. Maintain a well-groomed and professional appearance in accordance with the firm’s dress code and the office’s expectations for this position. Be familiar with, and adhere to, all firm policies. Be present at work during regularly scheduled working hours and as needed in the position,; arrive at work on time,; and use time wisely during the workday. Keep supervisor informed of activities and of any significant problems and/or all personal schedule changes; provide timely and accurate timecards regarding hours worked and days missed. Coordinate absences within local office and region; proactively assist other offices in the region in the absence of the regular Reception and Client Service Coordinators, and, when time permits, assist other Reception and Client Service Coordinators. Adhere to the principles of client and firm confidentiality, as outlined in the confidentiality agreement signed at the time of hire. Maintain a clean and uncluttered work area, being sure that confidential materials and valuable items are secure. Assume responsibility for miscellaneous tasks and special projects as required. High school diploma or equivalent experience is required. Should have 3+ years of office and receptionist experience or progressively responsible guest service experience. Legal, professional services, or corporate experience is strongly preferred. Notary certification is preferred.

Additional Information

Job requisition ID: R0002356

Company info

Perkins Coie LLP
1899 Wynkoop Street Suite 700
Denver
Colorado
United States 80202
Phone : 303-291-2300
Fax : 303-291-2400
Website : https://www.perkinscoie.com