Reception and Conference Center Coordinator

Boutique NY law firm is seeking a Reception and Conference Center Coordinator

3-5 years’ prior experience as a receptionist in a law firm or similar professional-services environment

• Greet and register clients and visitors, fostering a welcoming and professional environment.
• Maintain exceptional service and professionalism while serving as primary receptionist by answering and routing phone calls appropriately and monitoring the voicemail inbox. Coordinate with relevant parties to ensure timely phone message delivery.
• Manage scheduling and logistics for internal and external meetings and conference spaces, including assisting with video conference setup support. Anticipate and proactively resolve space and scheduling conflicts.
• Provide timely and professional administrative support for weekly conference center operations and schedules by confirming all meetings and preparing and distributing daily conference center schedules to relevant Office Administration team members.
• Assist with the setup and breakdown of internal and external catering events, ensuring efficiency and professionalism.
• Maintain the cleanliness and professional appearance of conference rooms, lobby, and pantry areas. Ensure high-quality service delivery for internal and external meetings.
• Generate and maintain monthly conference center usage reports, including meeting frequency and occupancy metrics.
• Manage courier services, shipping and receiving, and all incoming/outgoing mail, packages, and correspondence; ensure accurate addressing and proper postage.
• Assist in coordinating with building management on services and amenities as needed.
• Provide backup support for specific tasks of the Office Services Coordinator and Clerk positions.
• Perform special projects and administrative tasks as assigned.

The successful candidate will have a combination of employment, educational, and life experience that demonstrates the qualities and skills below:

• Education and Experience: 3-5 years’ prior experience as a receptionist in a law firm or similar professional-services environment preferred.
• Knowledge, and
  
  Skills:
  
  Proficient computer skills including knowledge of MS Word, Outlook, and Excel.
• Clear Communication and Attention to Detail: You express yourself clearly and concisely, always highlighting the most important information. You show great accuracy, attention to detail and good organizational skills. You proactively communicate the status of your work and share updates with colleagues when necessary. You ensure that your work is mistake free.
• Confidentiality: You must be able to adhere to Firm policies regarding the protection of confidential data and demonstrate sensitivity to (and good judgment in connection with) confidential attorney, personnel, and Firm matters.
• Flexibility: You are versatile and able to respond quickly and positively to shifting demands and opportunities. You are comfortable in an environment where your responsibilities may vary from day to day. You demonstrate a "no job too big, no job too small" attitude, and take a collaborative, team‑ focused approach to rejuggling priorities and contributing to Firm tasks.
• Ownership, Initiative, and Teamwork: You take ownership of your projects and follow through on their completion. You proactively anticipate, communicate, and work to independently resolve obstacles you encounter in your work. You possess a strong customer‑service orientation and ability to work well within a team and are able to establish and maintain strong working relationships with employees, clients, and professionals.
• Organization and Project Management: You are comfortable balancing tasks of varying levels of urgency and complexity and work well under pressure with tight deadlines.
• Mission Orientation: You are enthusiastic and passionate about our commitment to civil rights and public interest law. You thrive when your work is connected to purpose.