Lead Office Services Associate JO

Position: Lead Office Services Associate JO-2511-565252
Legal Receptionist & Conference/Event Coordinator - Forrest Solutions (Confidential Law Firm Client)

Location: New York, NY 10112

Schedule: Monday-Friday, 9:00 AM-6:00 PM (must be flexible)

Employment Type: Full-Time, Hourly (Non-Exempt)

Pay Range: $30.00-$34.00 per hour

About the Role

Forrest Solutions is seeking an experienced and polished Legal Receptionist & Conference/Event Coordinator to support our confidential law firm client in Midtown Manhattan. This hybrid role combines high-level front-of-house responsibilities with conference room and event coordination duties, ensuring exceptional service delivery across all guest and meeting touchpoints.

The ideal candidate will bring strong administrative and communication skills, the ability to multitask in a fast-paced environment, and a genuine passion for client service. This is a highly visible position requiring professionalism, discretion, and an eye for detail to uphold the firm's standards of excellence.

Key Responsibilities

Guest Experience & Reception

• Warmly welcome and assist all guests, clients, and employees with professionalism and enthusiasm.
• Anticipate guest needs and ensure a seamless experience from arrival to departure.
• Support hospitality and event coordination teams with meetings, client visits, and office setups.
• Provide information about the office, amenities, and services to enhance the guest experience.
• Collaborate with team members to identify service trends and develop best practices for front-of-house operations.

Administrative & Operational Support

• Track and manage visitors, vendors, and employee access.
• Coordinate security badges and building access.
• Manage incoming and outgoing mail, courier deliveries, and packages.
• Assist with onboarding and offboarding administrative processes.
• Support ad hoc administrative and facilities projects as needed.

Conference Room & Event Coordination

• Booking and Managing Conference Rooms: Schedule and manage conference room bookings to ensure the appropriate space, timing, and setup for each meeting.
• Facilitating Client Meetings: Coordinate logistics for client meetings and internal events, ensuring all details are handled with precision and professionalism.
• Providing Administrative Support: Prepare and manage correspondence, legal documents, and related meeting materials.
• Maintaining Conference Room Etiquette: Ensure conference rooms are clean, organized, and properly maintained before and after meetings.
• Collaborating with IT and Catering Services: Work closely with technology and catering teams to confirm audiovisual, presentation, and food service needs are met.

These duties are essential to the smooth operation of the firm's front desk and conference center, directly contributing to a positive client experience and the overall success of the firm's business operations.

Qualifications

• Experience: 3-5 years of receptionist, guest services, or conference coordination experience, preferably in a law firm or professional services environment.
• Skills: Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel); experience managing multi-line phone systems and calendars.
• Professionalism: Exceptional communication skills and a polished, client-service-focused demeanor.
• Adaptability: Ability to manage multiple priorities with poise, efficiency, and attention to detail.
• Teamwork: Collaborative, proactive, and dependable with a strong sense of ownership.
• Physical Requirements: Minimal physical activity, such as handling small packages or setting up light meeting materials.

About Forrest Solutions

Forrest Solutions is the nation's leading onsite outsourcing and staffing firm, providing exceptional talent and tailored solutions to some of the world's most prestigious organizations. We are proud to represent our clients with professionalism, integrity, and an unwavering commitment to excellence.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, or any other characteristic protected by law.