Reception Case Coordinator

Requisition Title

Reception Case Coordinator

We are currently seeking a contractor for a Case Coordinator Reception role. Below you will find the job details and description, please note that the ideal candidate should have:

• Previous receptionist or front desk experience
• Strong reliability and dedication to maintaining consistent attendance (this is a MUST)
• Location in or commutable to the Financial District in New York City
• Availability for full-time, in-office work Monday through Friday

This position is responsible for front desk operations and overseeing onsite conference rooms for arbitration hearings and mediations. Performs a wide variety of tasks such as setting up conference rooms, instructing arbitrators how to properly use the recording equipment, shipping and receiving digital recording equipment for offsite hearings, and uploading hearing recordings into the case file. This is skilled administrative work in which incumbents are experienced and proficient in their assigned roles;

must provide excellent customer service, prioritize their workload, and handle routine matters independently and complex matters under close supervision.

• Reserves, prepares, and recovers hearing rooms for onsite hearings. Ensures hearing exhibits are delivered to conference rooms as needed.
• Responsible for greeting hearing participants and delivering exceptional customer service.
• Assists and answers questions as needed. Enters onsite hearing guest information into building visitor system and directs participants to assigned hearing rooms.
• Ensures hearings are properly recorded and uploaded into the case file.
• Ships and receives digital recorders to and from offsite hearing locations.
• Receives and sends hearing exhibits to arbitrators as needed.
• Prepares files for offsite storage and arranges for pick-up by offsite storage vendor. Creates guest Wi‑Fi access for onsite hearing participants and assists participants with connectivity issues.
• Receives mail deliveries, scans, and distributes correspondence to appropriate recipients.
• Prints letters and attachments and mails as directed by staff. Cross‑trained on and performs Case Coordinator, Senior Case Coordinator, and Case Specialist job functions, as needed.
• Performs additional ad hoc case administration job functions, as needed.
• Supports office operations by maintaining supplies and coordinating with equipment vendors.
• Trains and provides guidance to staff as needed on issues of general to moderate complexity.
• Serves as a role model for staff in the department.