Guest Services Coordinator

We are seeking a Guest Services Coordinator to join our team and help keep our conference center and office running efficiently. The Guest Services Coordinator will serve as the first point of contact for our clients, visitors, and employees, while also working closely with and providing support to the senior management team. This role encompasses managing the calendar for conference rooms, maintaining and restocking supplies for the conference center, liaising with building management and security, and answering phone inquiries.

We are looking for a personable, detail‑oriented, dynamic, and proactive individual who is eager to grow and learn the operations of a law firm. Will train the right person with the right attitude. (NO RECRUITERS)

The Guest Services Coordinator is responsible for managing the reception and conference areas, phones, and coordinating meetings, as well as providing some administrative support to senior management. The job responsibilities and duties include, but are not limited to, those described below.

The Guest Services Coordinator will serve as the first point of contact for the firm, greeting visitors and ensuring a professional and welcoming environment at all times. This includes registering visitors and ensuring proper access to our floor, as well as liaising with building management and security as needed. The coordinator will answer, screen, and route incoming calls, voicemails, and emails promptly and accurately.

The coordinator will schedule, coordinate, and book meeting rooms for daily, weekly, monthly, and yearly meetings and events. This includes maintaining conference room calendars and ensuring that rooms are properly prepared for meetings with all necessary technology set up and functioning. The coordinator will provide day‑of support for meetings and events, including setup, breakdown, and coordinating catering when required. After each meeting or event, the coordinator will clean out and reset conference rooms to maintain a neat and professional environment.

The coordinator will also maintain and update employee attendance and out‑of‑office schedules.

The coordinator will order catering for meetings, as well as weekly firm breakfast and lunch. The coordinator is responsible for keeping the office pantry organized and fully stocked, including ordering office milk as needed. The coordinator will also assist the Chief Administrative Officer with catering and logistics for internal client and firm events.

The coordinator will ensure the office, reception area, catering kitchen, and conference areas are clean, organized, and well‑maintained at all times. This includes watering all plants in the conference center and office spaces, monitoring office supplies, inventory, and equipment to ensure smooth daily operations, and ensuring that coffee, milk, and ice are stocked and available in all conference rooms for every meeting.

The coordinator will work closely with the Office Services and Facilities team to support these efforts.

The coordinator will maintain and update the firm’s floor plan with current employee information to ensure accuracy and accessibility on the firm’s intranet.

The coordinator will approve tickets in the backend system of Interaction to ensure attorneys’ records are updated and accurate. The coordinator will also provide administrative assistance using Microsoft 365, including Word, Excel, and other applications, and will assist senior leadership with other projects and administrative tasks as needed.

This is a full‑time, in‑office position, Monday through Friday, 8:00 AM to 5:00 PM, with a 40‑hour work week. The candidate must be flexible with their schedule and be able to work overtime when needed.

Strong written and verbal communication skills are required, along with excellent organizational and time‑management abilities. The ideal candidate will possess strong interpersonal skills, both in person and over the…