Front Office Coordinator

Overview

Foster Garvey PC, one of the Pacific Northwest's leading law firms, is seeking a Front Office Coordinator who serves as an important customer service ambassador for our Seattle office’s reception area and is a key “utility player” for our conference services team. The person in this position is an important initial point of contact on behalf of the Firm for both in-person contact and by telephone, and oversees daily operations for conference services with a focus on professionalism and exemplary customer service.

This is a full-time non-exempt position that requires an in-office presence from 8:00AM to 5:00PM Monday through Friday. Flexibility in daily work schedule around breaks and lunch due to business needs may be required. Occasional overtime may be needed to meet client needs and for helping to host Firm events.

• Office and conference services duties:
• Welcome and assist clients and visitors in a professional, warm, and helpful manner at all times
• Answer and direct incoming calls and forward messages
• Greet, assist, and direct visitors
• Conference room set-up, ensuring conference rooms are clean, properly stocked, and prepared for meetings, and clean-up
• Operate a multi-line telephone/switchboard system and direct callers to appropriate individuals across all Foster Garvey offices
• Respond to requests from attorneys and staff regarding conference rooms and arrange appropriate set-up
• Respond to guest office requests from attorneys and staff
• Coordinate with IT and Office Services to ensure guest offices are reserved, tidy, and have functional technology
• Maintain professional relationships with building management and Firm vendors, which may include submitting building work orders
• Coordinate signage for Firm events
• Work directly with IT team to provide support, which includes event reminders to both Office Services and IT regarding needed support
• Serve as back-up for mail processing (incoming and outgoing mail) and copy center as needed
• Order and maintain office supplies and postage, including preparing Fed Ex labels as needed
• Administrative duties as assigned, which may include ensuring payment of recurring bills and preparing and submitting expense reports
• Maintain and track office access cards, parking cards, loaner cards, and master keys
• Manage parking validations, including loading funds onto the parking validation platform
• Monitor and secure approval for HVAC and janitorial requests related to meetings and office events
• Monitor elevator activity to help maintain office safety and security
• Other duties and projects as assigned

• Hospitality services duties:
• Assist with ordering food for Firm events
• Communicate with and direct caterers for Firm events
• Stock and maintain cleanliness of kitchenettes and hospitality services, as required
• Set up and break down tables and equipment for Firm events
• Other hospitality duties as assigned

• Skills:
• Commitment to excellent client service, with both external and internal customers
• Exceptional interpersonal skills and professionalism at all times
• On time and dependable for work
• Responsive; timely return of calls and e-mails
• Knowledge of Windows Operating System, Internet (Edge, Chrome), and other software
• Knowledge of office procedures and basic clerical duties
• Skill and proficiency with a multi-line phone system
• Ability to effectively collaborate and promote team-building
• Ability to meet deadlines and manage time effectively
• Strong organizational skills and follow-up skills, as needed
• Strong judgment and ability to make well-reasoned, effective decisions
• Ensure employee and attorney-client confidentiality
• Excellent verbal and written communication skills and ability to provide clear, accurate information

• High school diploma or equivalent required; two-year or four-year college degree preferred
• 2+ years’ experience in an office setting; professional services experience preferred; law firm experience highly preferred

• This position operates in an office environment in open corridor spaces and works under artificial lighting and moderate noise
• Frequent use of a computer, telephone, and other standard office equipment
• Manua…