Temporary Concierge Services Coordinator

Davis Wright Tremaine LLP is looking for a Temporary Concierge Services Coordinator to join our team in our Seattle office.

This is a temporary position lasting three months,
with potential to convert to a full-time opportunity for the right candidate. This is an essential position that will require five days in-office.

This position will be part of a team of brand ambassadors that will be the first point of contact with Davis Wright Tremaine personnel and guests. You will work closely and collaboratively with colleagues to foster a welcoming environment reflective of the Firm's values, vision, and objectives. Ultimately, your duties and responsibilities are to ensure that the front desk welcomes guests positively, and that you execute your tasks to the highest quality standards.

At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT foster inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled.

• Greet guests and visitors warmly, making them feel welcome and invited.
• Provide real-time support for meetings on all office floors, connect with meeting organizers to ensure accuracy of requests, and set-up or break down meeting rooms as needed.
• Arrange for all catering needs by acting as a liaison between food service vendors and the requester to ensure proper food order and delivery time, obtain appropriate chargeback information and prepare expense reports, and maintain a log of employee dietary restrictions with catering preferences.
• Assist visiting attorneys with requests such as secretarial support, car services, messenger services, and scheduling onsite office space.
• Maintain visitor and shared office space, conference rooms, and meeting space to ensure that they are clean, appropriately stocked, and prepared for use.
• Monitor team mailbox and chat-based workspace and respond to emails and office correspondence in a timely manner.
• Use various software applications, such as Microsoft 365 to help complete tasks throughout the day and help maintain electronic office reference materials and Intranet Portal pages as needed.
• Help plan, coordinate, and execute on office/client internal and external events, as well as assist with organizing and planning of special office events throughout the year, including office holiday parties and summer picnics.
• Secure rooms for meetings and conferences by using online scheduling software and follow up with the meeting organizers to establish best practices and capture lessons learned through surveys and anecdotal data.
• Arrange for temporary IDs (keycards) for visiting and onsite employees, guests, and vendors; help maintain visitor logs and management system, supporting a secure and safe work environment.
• Assist with maintaining inventory by ordering and stocking office supplies for common areas such as breakrooms, conference and meeting rooms, and supply rooms; help with streamlining vendor contacts and supplier management, and ensure shared office spaces are adequately set up for hybrid office schedules.
• Manage Supply Vendors and Process Invoices for Concierge/Hospitality Department.
• Provide backup and overflow support to the office services staff and reception as needed, including scanning, copying, answering the phone, and drafting documents.

• 2+ years related work experience in reception, office support, customer service, and copy or mailroom environment
• GED or High School Diploma; advanced education preferred
• Ability to read and write English proficiently
• Strong computer skills with a knowledge of Microsoft Outlook, Word and Excel is required; knowledge of…