First Impressions Coordinator

FIRST IMPRESSIONS COORDINATOR

Non-Exempt Position (Hourly)

Schedule: 8:00 a.m. to 4:30 p.m., M-F

Reports to:
Human Resources Manager

The First Impressions Coordinator is a polished, professional, and proactive person, who is to be the face and voice of our law firm. This role is critical in creating a welcoming and efficient environment for clients, visitors, and staff. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple responsibilities with discretion, confidence, and poise.

The Key Responsibilities

Client & Visitor Experience:

• Serve as the first point of contact for clients and visitors, both in person and over the phone.
• Answer and direct incoming calls with professionalism and courtesy.
• Greet and assist clients and guests, ensuring a positive and professional first impression.
• Make coffee every morning, and during the day as needed.
• Maintain cleanliness of conference rooms. This includes removing drinking cups, mugs, food utensils, etc., wiping down counters and tables; replenishing beverage supplies; and re-arranging furniture.
• Keep the soda/water mini-refrigerators full.

Office & Conference Room Management:

• Maintain cleanliness and organization of conference rooms and common areas.
• Monitor and replenish office and kitchen supplies as needed.
• Coordinate with vendors for office maintenance and supply orders.
• Set up and Book on Firm Calendar conference rooms for clients, guests and employee meetings. This includes furniture arrangement as well as food and beverage set up.
• Help stock supplies in Galley and Front Office (coffee, water, paper towels, etc.)
• Clean the Galley, including loading and unloading the dishwashers & start dishwasher at end of the day.
• Sign for packages and deliver, or email notification to Legal Administrative Assistants.
• Submit work orders to property management company software/platform.

Administrative Support:

• Provide daily support for Back-Office assistant for lunches and breaks.
• Provide longer term (e.g., vacations) back up support for Back-Office assistant – including incoming/outgoing mail, courier services & other tasks as required.
• Assist Attorneys with Clients.
• Run conflict checks with opening New Client Matter Forms – make new red ropes and file folders – create labels.
• General data entry in firm’s legal practice management software (update client addresses, matter name changes).
• Scan/Upload New Client Matters into document management software.
• Send client contact letters and create binders for the Estate Planning practice group.
• Scanning projects for Legal Administrative Assistants, as requested.
• Coordinate the courier service as needed.
• Maintain Firm Calendar – update work status for all firm employees.
• Manage Massage Appointments.
• Notarize client documents and witness signatures.
• Support the leadership team with special projects, as requested.

Supervisory Responsibilities:

• None

Required Skills/Abilities:

• Advanced client service skills and ability to deal with others with patience and compassion.
• Ability to read and comprehend simple instructions, correspondence, and memos.
• Strong work ethic and reliability is a must.
• Ability to work in a fast-paced environment managing multiple priorities and conflicting requests.
• Ability and affinity for adapting to various personalities and work styles and the ability to successfully produce in that environment.
• Ability to adhere to strict confidentiality policies and maintain professionalism at all times.
• Ability to work a minimum of 37.5 hours per week and to work overtime on occasion to meet responsibilities and deadlines, with ability to change start and end times throughout the year.
• Ability to lift up to 25 lbs. Ability to move and re-arrange furniture as described above.
• Ability to be on feet for extended periods of time.
• Ability to handle confidential information with discretion.
• Ability to make independent sound judgment when the situation calls for it.

Qualifications:

• Associate or bachelor’s degree preferred; high school diploma required.
• Prior experience in a professional office environment, preferably in a law firm or similar setting.
• Excellent verbal and written communication skills.
• Strong organizational and…