Join a highly dedicated and valued administrative team in the Washington, DC office of the nation’s leading environmental law firm. The Reception/Conference Services Coordinator works within a collegial and team-oriented office environment to deliver impeccable and sophisticated professional services to attorneys, professional staff and clients. This position is responsible for covering the reception desk, coordinating conference room and video conference scheduling, catering orders and other firm events and activities; providing administrative support to the legal administrative team and various departments within the firm; and serving as the building liaison. 

Primary Duties - Reception

1. Greet and welcome clients and visitors in person and over the phone and deliver exceptional customer service assistance.

2. Respond to and direct general office telephone calls and forward messages to appropriate attorneys and staff.

3. Ensure building specific access processes and policies are enforced.

4. Maintain and update firm phone list/roster. 

5. Coordinate visitors keycard access for the office with Office Services team.

6. Maintain office floor plans and other site-specific databases.

7. Coordinate meetings, appointments, and conferences and work with Office Services team to organize meal and beverage services for meetings.  

8. Maintain a neat and clean lobby and reception area. 

9. Work with Office Services and building management to address general facilities-related issues.

10. Consistently demonstrate a professional demeanor by projecting an attitude of congeniality towards attorneys, professional staff, vendors, and other visitors.

Conference Services and Other Duties

1. Coordinate Conference Room scheduling and office reservations as needed utilizing Firm’s space management software.

2. Place catering orders for Firm gatherings, luncheons and other events.

3. Manage, reconcile, and process catering invoices for Marketing, HR, other departments and ABSD, including visa statement transactions.

4. Assist ABSD and others in planning, coordinating, and facilitating Firm meetings and social events.

Familiarity with the following duties in order to provide backup to the Legal Administrative team and proactively support fellow team members and their attorneys: 

a. Document Conversion and Formatting: Convert documents between PDF and Word formats, checking for accuracy and completeness. Format documents in accordance with prescribed Firm standards, starting from basic Word documents, handwritten notes, or other formats.

b. Document Management: Organize and save documents to the correct locations within the Firm's document management system (DMS) and maintain a vigilant reminder system for timely follow-ups with attorneys, legal administrative assistants (LAAs), paralegals, and clients.

c. Proofreading: Thoroughly proofread all documents—draft and final—to ensure precision in copy, grammar, punctuation, and syntax, aligning with Firm standards. 

d. Time Entry: Accurately enter and finalize attorneys' time using the Firm's time management system.

e. Expense Reconciliation: Reconcile monthly credit card statements and process expense reports, securing Firm checks or petty cash as necessary.

f. Travel Coordination: Arrange travel accommodations as required.

g. Calendar Management: Efficiently maintain the office calendar, ensuring all engagements and deadlines are accurately captured.

5. Perform other duties as assigned.  

1. 3-5 years of prior experience in a similar role in a law firm or other professional environment preferred.

2. Bachelor’s degree preferred.

3. Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Chrome, and Adobe Acrobat Professional (or equivalent), and other programs needed to accomplish job objectives.  

4. Possess outstanding verbal communication and professional interpersonal abilities to engage effectively with individuals at all organizational levels. Includes strong spelling and grammar competencies and a basic knowledge of email applications for efficient staff and client interactions.

5. Demonstrate a strong orientation towards client service, emphasizing responsiveness and a proactive approach to meeting client needs.

6. Ability to work both independently or in a collaborative setting and effectively cooperate with others to achieve team goals.

7. Take full responsibility for actions and tasks, showing a high level of dedication to the job and all assigned responsibilities.

8. Maintain strict confidentiality and exercise discretion in all professional interactions and communications.

9. Availability to work overtime (morning, evening, or weekends) as requested. 

10. Ability to lift up to 30 pounds (full banker box weight).