First Impressions Coordinator

First Impressions Coordinator

Monroe Moxness Berg PA, Minneapolis, Minnesota, United States

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 serves as the face and voice of the 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.

• 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 as needed throughout the day.
• Maintain cleanliness of conference rooms, including removing cups, mugs, food utensils, wiping counters and tables, replenishing beverage supplies, and re‑arranging furniture.
• Keep soda/water mini‑refrigerators full.

• 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 conference rooms on the firm calendar for clients, guests, and employee meetings, including furniture arrangement and food and beverage set‑up.
• Help stock supplies in the galley and front office (coffee, water, paper towels, etc.).
• Clean the galley, including loading and unloading the dishwashers and starting the dishwasher at the end of the day.
• Sign for packages and deliver or send email notifications to the Legal Administrative Assistants.
• Submit work orders to the property management company software or platform.

• Provide daily support for the Back‑Office assistant for lunches and breaks.
• Provide long‑term backup support for the Back‑Office assistant, including incoming/outgoing mail, courier services, and other tasks as required during vacations.
• Assist attorneys with client matters.
• Run conflict checks with opening new client matter forms, create red ropes and file folders, and create labels.
• Perform general data entry in the firm’s legal practice management software (update client addresses, matter name changes).
• Scan and upload new client matters into the document management software.
• Send client contact letters and create binders for the Estate Planning practice group.
• Scan projects for Legal Administrative Assistants as requested.
• Coordinate the courier service as needed.
• Maintain the 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.

• Advanced client service skills and the ability to deal with others with patience and compassion.
• Ability to read and comprehend simple instructions, correspondence, and memos.
• Strong work ethic and reliability.
• Ability to work in a fast‑paced environment managing multiple priorities and conflicting requests.
• Adaptability to various personalities and work styles, producing results in that environment.
• Adherence to strict confidentiality policies and maintenance of professionalism at all times.
• Work a minimum of 37.5 hours per week, with occasional overtime and flexible start/end times.
• Lift up to 25 lbs and move and re‑arrange furniture as described.
• Stand on feet for extended periods of time.
• Handle confidential information with discretion.
• Make independent sound judgment when the situation calls for it.

• 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 multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with conference room equipment (screens, conference phone, and similar).

• Friendly, approachable, and professional demeanor.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently and as part of a team.
• Flexible and adaptable to changing priorities.

$22.00 to $24.00 per hour

Note: Final compensation will be determined based on the candidate’s experience, skills, and qualifications.

Medical, Dental and Vision insurance; disability insurance including short‑term, long‑term, and Paid Family Medical Leave (PFML); 401(k) with profit‑sharing employer contribution; on‑site workout facility and restaurant; massage therapy; free parking; on‑bus transit lines; proximity to shopping, dining, and major highways for easy commuting.