Receptionist & Catering Coordinator

Job Description:

Job Description:

Answer and screen all incoming internal and external phone calls in a professional and welcoming manner and direct calls to appropriate party

Assist all guests and facilitate their arrival and departure by using appropriate technology and other means to provide accurate information

Notify the building security ahead of time with guest list and provide accurate information of where they should direct our visitors

Welcome and greet guests/clients and notify attorney/staff of their arrival immediately

Make sure the guest feels comfortable in our reception area or escort them to a conference room if directed to do so

Schedule conference rooms for client/internal meetings, as well as special events, including specifying catering orders for beverages and food

Communicate with caters and place food orders for meetings and events as necessary

Communicate any conference room changes in a timely manner with the appropriate party as well as IT, Facilities etc.

Coordinate and communicate with our IT Department to ensure that that Audio/Visual and other technology requirements for meetings are met and set up appropriately

Accept food deliveries and ensure they are set up in the correct conference rooms or route to appropriate personnel

Assist with scheduling visiting offices for attorneys and staff from other locations

Actively participate in the firm’s emergency response plan and act as a first responder for onsite emergencies, as needed

Provide back-up support for other team members

Perform other related tasks as assigned

Job Requirements:

Desired Skills and Qualifications:

Experience with MS Office Suite

Experience using EMS or comparable conference room scheduling software

Experience using Maptician or comparable office seating reservation software

Experience working with catering vendors directly to place food orders as appropriate for various meetings/events

Experience using Seamless Web/Grub Hub for last minute orders

Understanding and applying appropriate billing codes for each food order

High level of attention to detail and organizational skills

The ability to thrive in a fast-paced, deadline-driven environment

The ability to multi-task in a calm and professional demeanor while under pressure

Exceptional customer service skills to internal and external clients

The ability to communicate effectively and tactfully

Comfortable following instructions and procedures from a diverse group of clients, attorneys, professional staff, and vendors

Demonstrated professionalism, courtesy, and diplomacy

The ability to work a flexible schedule, including overtime, early mornings, evenings, or weekends, as needed to accommodate the business needs

Ability to collaborate with colleagues and promote a positive, team-oriented environment

Reporting to the Senior Director of Administration, the ideal candidate will have 1-3 years of experience providing front desk, concierge support to internal and external clients in a law firm or professional services firm setting. Experience providing hospitality support is a plus. Catering experience in a law firm, professional service firm or restaurant environment a plus. Bachelor's degree required.