15 days old

Receptionist Client Service Coordinator

New York, NY 10007
Job Description: At Perkins Coie, we look for individuals that are self-motivated, dedicated to providing value and superior services and, above all, people who have a high degree of integrity and enthusiasm for their work. Weve created a company culture that is based on collaboration, devotion to serving our clients, and mutual respect. Perkins Coie is committed to advancing diversity and inclusion both within the firm and throughout our collective communities. Work for one of the 100 Best Workplaces in America, get great health insurance, tuition reimbursement, your birthday off, and paid sabbaticals. GENERAL PURPOSE The Reception and Client Service Coordinator is responsible for all aspects of the client experience by providing consistent, Perkins Coie brandidentifiable, superior personal client service. This position is on-site five days a week. 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 business professional 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 These essential functions are primary job duties that incumbents must be able to perform unassisted or with some reasonable accommodation. 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 telephone, in a courteous and highly professional manner while focusing on comprehensive client care. Reserve and/or approve conference room requests in accordance with the instructions given; effectively use the firms 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 regarding cost limits, budgets, billing codes for nonclient, internal and/or practice grouprelated 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 areas are kept tidy and meet required standards. Oversee hoteling, visitor reservations, and inventory management 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 that 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 for local restaurants and other businesses, etc. Follow the firm policy of Accepting the Service of Legal Papers/Process Servers and notify designated personnel identified in the local office procedures. Record documents received and process deliveries as needed. Exhibit vigilance when allowing access to the floor by following the firms 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 quarterly. Participate in the onboarding process with new timekeepers and staff, highlighting the resources provided by the firms Reception and Client Service Coordinator, Catering, and Concierge services. Assist the 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 providing administrative assistance 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 firms dress code and the offices 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 any significant problems as well as all personal schedule changes; provide timely and accurate timecards regarding hours worked and days missed. Coordinate absences within the 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, as needed. 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, ensuring that confidential materials and valuable items remain secure. Assume responsibility for miscellaneous tasks and special projects as required. Understand the employee safety plans and be capable of implementing the required procedures.(i.e., fire and emergency plans). SPECIFIC SKILLS REQUIRED Superb customer service, communication, and interpersonal skills. Ability to express oneself effectively and professionally, both verbally 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. Appropriate interpersonal skills necessary to effectively communicate by telephone and in-person with visitors, timekeepers, and staff to provide support with courtesy, tact, and professionalism. Ability to conduct work with a proven capability of prioritizing workload and balancing multiple projects and deadlines. Proficiency with Microsoft Outlook and Microsoft Word. Ability to engage in high level interaction with clients, timekeepers, and staff to maintain a high standard of customer care. Ability to work unsupervised and self-motivated as well as taking a proactive approach toward work requirements. Capacity to display sensitivity and confidentiality at all times with first-class communication skills. Superior ability to self-motivate and be a resilient and strong team player. Willingness to undertake first aid, AED, and fire warden training and participate in the firms business safety and continuity initiatives. SPECIFIC SKILLS PREFERRED Proficiency in Cisco ARC Attendant telephone system. Intermediate proficiency in Microsoft Teams, WebEx, OneNote, and SharePoint. Notary Certification. 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. A cover letter must be submitted to be considered for this position. This position may be filled in New York City. In accordance with the New York City Human Rights Law, the base salary range in New York City for this position is $51,270 to $72,970 annually, depending on qualifications and experience. This range is specific to New York City and may not be applicable to other locations. The compensation for this position may also include a discretionary annual bonus. Information regarding benefits can be found here.
Posted: 2022-06-09 Expires: 2022-07-09

Perkins Coie understands your career is about choices, not trade-offs. Named one of the country's "100 Best Places to Work For" by FORTUNE magazine for 13 consecutive years, we provide an exceptional foundation on which to continue or expand your practice. During the past three years, we have hired more than 200 lateral attorneys firmwide at all experience levels. Our attorneys have broad and diverse backgrounds both within and outside the practice of law. By focusing on outstanding client service, superior legal work and generous pro bono and community involvement opportunities, we're dedicated to providing an atmosphere that encourages you to pursue your definition of success--both inside and outside the office.

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Receptionist Client Service Coordinator

Perkins Coie LLP
New York, NY 10007

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