Womble Bond Dickinson (US) LLP seeks a full-time Receptionist/Office Coordinator to join our New York City office. This multi-faceted position is central to keeping the office running smoothly, managing day-to-day office operations while extending a warm, professional welcome to every client and visitor who walks through our doors. The role also supports records coordination, facilities, and administrative needs. It requires daily in-office attendance and reports to the Director of Administration. The ideal candidate is proactive, organized, and committed to exceptional service, while upholding the firm’s values of integrity, client service, and respect for the individual.
RESPONSIBILITIES:
Office Operations & Facilities
- Manage office equipment, supplies, and vendor relationships, serving as the day-to-day point of contact for vendors, building management, and building security.
- Coordinate facility maintenance and workspace organization to keep the office functioning smoothly.
- Perform daily housekeeping of the café, agile offices, conference rooms, and reception area.
- Load/unload the dishwasher, clean refrigerators weekly, and maintain coffee machines and other café appliances.
- Order and stock pantry, café, and office supplies.
- Prepare offices for new personnel.
Client & Visitor Experience
- Serve as the first point of contact for the office, providing a warm, welcoming, and professional atmosphere for clients, guests, and visitors.
- Greet and check in visitors, notify attorneys and staff of arrivals, and escort guests to conference rooms, ensuring a concierge-level experience from arrival to departure.
- Anticipate the needs of clients and guests, including refreshments, room readiness, and logistical assistance.
- Manage incoming calls and inquiries with professionalism, directing them to the appropriate attorney or staff member.
- Maintain a polished, organized reception area that reflects the firm's brand and standards.
- Represent the firm professionally in local interactions and contribute to brand visibility.
Office Services & Records Support
- Process daily incoming/outgoing mail, overnight packages, and courier services.
- Assist staff and attorneys with copying, scanning, filing, and creating binders for meetings and legal proceedings.
- Process file intakes, transfers, archiving, and destruction projects accurately and efficiently using FileTrail software.
Meeting & Event Support
- Plan, prepare, and support internal and client meetings in consultation with attorneys and staff.
- Manage conference room scheduling using Eptura Engage meeting room management software.
- Coordinate catering orders and set up conference rooms for breakfast, lunch, and special events.
- Support client development activities and local events.
- Occasionally work overtime to support early morning or evening events.
Administrative & Financial
- Prepare the daily office email and maintain office-related documents.
- Reconcile office credit card statements and process invoices in Chrome River.
- Other administrative duties as assigned.
REQUIREMENTS:
- Energetic, friendly, and professional demeanor with a client-service mindset.
- Strong organizational and multitasking skills with close attention to detail, and the ability to meet deadlines in a fast-paced environment.
- Self-starter who takes initiative, works independently, and collaborates effectively with the team.
- Excellent written and verbal communication and problem-solving abilities.
- Discretion and professionalism in handling sensitive situations, with a commitment to continuous improvement.
- Proficiency in Word and Outlook, and comfort with scheduling tools (Eptura Engage experience a plus).
- Associate’s degree or three years of hospitality, office services, or customer service experience preferred.
- Punctuality and reliable attendance are essential.
COMPENSATION: The estimated salary range for 3-10 years of experience is approximately $54,000 - $72,000. This salary may be higher or lower depending upon internal equity, and verifiable years of experience.