Reception Client Service Coodinator

Job Description :

The Reception and Client Service Coordinator is responsible for all aspects of the client experience by providing consistent, Perkins Coie brand identifiable, superior personal client service.

  • The Reception and Client Service Coordinator performs all functions related to receiving telephone calls, including firmwide telephone coverage;
  • greeting clients, guests, and vendors; coordinating reservations for conference rooms, hoteling, and visitor office spaces, including catering for meetings and events;

and accepting deliveries and directing them to appropriate individual(s) within the firm according to established policies and procedures.

In addition, as a member of the Perkins Coie LLP professional support staff team, this position is also responsible for promoting and maintaining the goodwill and reputation of the firm.

In this capacity, the Reception and Client Service Coordinator is expected to maintain the highest level of professional conduct and confidentiality.

ESSENTIAL FUNCTIONS

  • 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.
  • Ensure the conference rooms and reception area are kept tidy and meet required standard.
  • Follow the firm policy of Accepting the Service of Legal Papers / Process Servers and notifying designated personnel identified in the local office procedures.
  • Be vigilant of who accesses the floor, follow the firm’s floor safety policies, and report concerns to supervisor when necessary.
  • Notify Operations and Administration of janitorial and building maintenance requests.
  • Issue loaner cardkeys to firm employees; 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.
  • Know and be able to implement employee safety plans (i.e., fire and emergency plans).

SPECIFIC SKILLS REQUIRED

  • Ability to express self effectively and professionally, both orally and in writing.
  • Ability to multitask, solve problems, and handle confidential matters with diplomacy and tact.
  • Ability to display an enthusiastic, friendly, courteous, and pleasant demeanor.
  • Ability to conduct work with a proven capability of prioritizing workload and balancing multiple projects and deadlines.
  • Proficiency with Microsoft Outlook and Word.
  • Ability to engage in high level of interaction with clients, timekeepers, and staff to provide a high standard of customer care.
  • Ability to work unsupervised and on own initiative, being proactive in approach to work.
  • High ability to self-motivate and act as a resilient, strong team player.
  • Willingness to receive first aid, AED, and fire warden training and participate in the firm’s
  • business safety and continuity initiatives.

SPECIFIC SKILLS PREFERRED

Proficiency in Cisco ARC Attendant telephone system and notary certification. Intermediate proficiency in Microsoft Teams, Webex, OneNote, and SharePoint.

EDUCATION AND EXPERIENCE

A high school diploma or equivalent is required. A minimum of three years of office and receptionist experience or progressively responsible guest service experience is required.

Legal, professional services, or corporate experience is strongly preferred.

Please note a cover letter is required to be considered for this role.

These ranges are specific to New York, depending on qualification and experience. These ranges may not be applicable to other locations.

Perkins Coie may provide a discretionary bonus annually and information regarding benefits can be found.

Posted in August 14, 2022

Expired in September 11, 2022

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