Guest Experiece Coordinator; Receptionist

Overview

Job

Position:
Coordinator

Location:

Rochester, NY

Open Date:
Thursday, January 22, 2026

Job Function:
Professional Staff

The Guest Experience Coordinator is responsible for serving as the firm s first point of contact for clients and guests to the local office and plays a leading role in fulfilling the firm s  First Impressions  philosophy. This position is responsible for creating a memorable, positive and personalized client experience for guests and local office personnel by greeting them in a manner that makes them feel welcome, anticipating needs and handling all inquiries in a manner consistent with the culture of the firm and the local office.

A career at Nixon Peabody is the opportunity to do work that matters. It s the chance to use your knowledge to shape what s ahead, to share, to innovate, to learn at a firm that taps the power of collective thinking. The firm offers a dynamic, energizing environment with growth, training and a diverse team of top talent.

If you re someone who s looking toward the future, we d love to hear from you.

• Maintain positive, pleasant and helpful demeanor at all times and remain calm under pressure.
• Lead the coordination of the office s more complex reception area activities, including but not limited to:
• Serve as the point person for office leadership regarding the comings and goings of clients and guests.
• Coordinate with the marketing team on event logistics.
• Monitor lobby and conference room A/V and IT equipment and notify IT of any potential issues.
• Maintain orderly and presentable lobby.
• Greet guests in a friendly manner and engage in conversation upon arrival and departure, as appropriate.
• Offer to facilitate brief tours of general office and space overview, as appropriate.
• Escort guests to seating area and/or conference room, as appropriate.
• Offer to hang guests  coats and offer and serve refreshments.
• Provide guests with technical assistance, such as Wi-Fi passcode.
• Obtain and understand relevant guest information — purpose of visit, who they are here to see, the guest s business/employer, and the guest s relationship with the firm, as appropriate.
• Notify NP host that the guest is on-site and confirm whether to escort to the conference room.
• Create and update guest profiles in Workspace.
• Observe and anticipate guests  needs and look for opportunities to exceed expectations, such as directing inquiries, providing travel information, suggesting dining options, sharing local knowledge, and assisting with device charging.
• Participate in cross-office switchboard coverage and handle calls across offices; operate a multi-line phone; direct calls to appropriate parties or voicemail.
• Distribute security badges and parking validations; reconcile inventory logs in the applicable system.
• Assist clients and visitors with tasks including document editing, scanning, faxing, courier arrangements, photocopying and transportation arrangements.
• Support efficient and safe conference center operations: communicate needs to relevant teams, monitor scheduling, create reservations and catering requests, and ensure alignment with office events.
• Send a list of scheduled visitors to relevant personnel daily and distribute daily planning information.
• Follow firm policies for visitor access and manage access/security cards as needed.
• Maintain awareness of potential security issues and communicate with management and risk teams as appropriate.
• Ensure courier services and deliveries are recorded and directed to the proper recipient.
• Participate in cross-training to provide backup to Support Services and Hospitality teams; assist with maintenance requests and guest information systems.
• Maintain knowledge of fire, safety, security and emergency procedures; CPR, AED and First Aid certifications and related roles where applicable.
• Maintain a neat workstation and professional appearance; provide cooperative and courteous service to coworkers, attorneys and clients; uphold the firm s team concept.
• Maintain regular attendance within PTO policy and participate in firm training including soft and IT skills.
• Maintain a current Reception Reference Guide and assist in training new team members.
• Per…