Job description
Role Purpose
The Front of House Client Services Coordinator will execute all activities in Reception and Conference Services, Office Services and Event Planning in the Los Angeles office. They will act as an on-site concierge to the Los Angeles office, providing high level customized service to meet the distinct needs of both internal and external clients. They are a firm ambassador representing the A&O brand, it's culture and values. The Client Services Coordinator is first point of contact for visitors and employees upon entering our suite. Responsibilities include greeting clients, management of incoming calls and oversight of the conference space. This requires collaborating with A / V Support and business teams / staff (Catering, Facilities, Office Services and IT) as meetings and events are scheduled. Front of House fulfills visitor office requests, processes vendor invoices, composes office-wide announcements related to local happenings, coordinates logistics for office events or projects and provides after hours support for social functions and receptions. This role will provide on-site front desk coverage from Monday through Friday, from 9 : 00am - 5 : 30pm PT.
Key Relationships
- Partners / Counsel / Associates
- Shared Service teams
- Colleagues in other offices in the firm's network
- External clients
Role and Responsibilities
Front of House Functions
Greet and assist onsite guests with a positive, helpful attitude, providing them with a professional welcome, going above and beyond on their service approachMonitors the Front of House Reception mailbox and responds promptly to emails; works directly with the Office Supervisor to ensure needs are anticipated, communicated and handled promptly and efficientlyManages conference room bookings using Condeco, the conference room reservation software, and ensures that all aspects of conference room reservations are completed, (and adjusted as needed), with relevant and accurate information to facilitate successful meetingsCoordinates planning of all conference room services related to office meetings and events, including coordination with Catering, Network Support and other departmentsMonitors conference rooms to ensure cleanliness, preparedness, and timeliness of room set ups, food services and audio / visual servicesAdds guest names to building security to allow entry and updates visitor / employee keycard information in security softwareHandles calls, screening and directing calls to the appropriate personsProactive management of emails, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed upWorks collaboratively with Building Management to schedule office repairs, place vendors on the visitor list and furnish Certificate of Insurance as neededSet up visitor offices as well as assist with their requests such as booking restaurants, cars, etc.Ensures all departmental forms and logs are completed accurately and thoroughlyAssists with challenges when they arise and, when necessary, escalates to the Office AdministratorAssists Office Administrator with miscellaneous and last-minute projectsOffice Admin Functions
Handles supply procedures and ensures firm purchasing standards are followed, including sufficient inventory control and cost-effective purchasesMonitors floor environment of the office (i.e. file allocation, maintenance / condition of desks and work areas, etc.)Coordinates office activities and operations in compliance with firm policies and in such a way as to promote a positive work environmentAssists with on-boarding new hires (e.g., ensure IT set up and otherwise prepare office space for new hires)Coordinates with office-related vendorsCoordinates internal and external eventsProcesses invoices for local services.Audio Visual Support
Assists in booking virtual or in office Teams, Webex, and Zoom meetings for internal and external clientsPerforms tests in advance of scheduled meetingsAssists with onsite technical support for the teleconferences and webinarsBack of House Functions
Client meetings assistance such as copying / scanning / faxing, client interaction and team supportEnsures mail / packages are processed per firm protocolsSet up and breakdown of food and beverages in conference roomsCleaning and disinfection of conference rooms after meetings have concludedMaintain internal pantries and execute services including cleaning and disinfection, product stocking, rotation and upkeep of beverage equipmentCoordinate facilities repairs with relevant vendorsCleans, refills toner, and maintains in good working condition all copier and fax machines. Reorder supplies when they are lowRefills paper in all copiers, faxes and printersCopies, binds, laminates, etc. all documents, case files or other materials as requested, striving to maintain a consistent, high level of qualitySends, receives, and processes faxes by scanning them; makes sure they are delivered to recipients in timely fashion. Double-checks to whom faxes are to be sentfor example, for some recipients, their faxes should always also be sent to their secretary and / or paralegalHandles attorney and professional staff inquiries and requests requiring the assistance and services of the Office Services DepartmentKey Requirements
Minimum of 3 years of experience in an office support roleMinimum of 2 years of law firm experienceBachelor's degree preferredStrong working knowledge of MS Office 365 including Word, Excel, PowerPoint and Outlook with the ability to learn new software and operating systemsFlexibility to adjust hours and work the hours necessary to meet operating and business needs including the ability to work overtimeDisplay strong organization skills and flexibility to juggle multiple demandsDemonstrate strong attention to detail and produce high quality / accurate workDemonstrates exceptional customer service skillsDemonstrates effective interpersonal and communication skills, both verbally and in writingAbility to handle multiple projects and shifting prioritiesAbility to handle sensitive matters and maintain confidentialityAbility to organize and prioritize workAbility to proactively resolve issues and demonstrate a high level of client serviceAbility to work well under pressure, meeting deadlines and adapting to changeAbility to work well independently as well as effectively within a teamShow a proactive approach to tasks and situationsBuild successful relationships with fee earners to add value to the deal teamAbility to work on-site 5 days per weekWho We Are Looking For
Maintain tact and diplomacy, trust and confidentialityExhibit strong professional communication skills, both oral and writtenDemonstrate a positive attitude in all aspects of the role, taking personal responsibility and ownershipHave an positive approach to change and adapt to changing requirementsTake responsibility for own development to improve performanceTake responsibility for ensuring personal development and IT skills are maintained and improvedAdditional information - External
This role is open for individuals based in Los Angeles. For individuals assigned to or hired for this opportunity in California, the estimated annualized base salary range for this position is $58,000 - $73,000. The actual base salary offered will depend on the overall qualifications of the individual applicant for the position and other job-related factors permitted by law.
Equal Employment Opportunity
A&O Shearman is an equal opportunity employer. Every individual has the right to work in a professional environment that promotes equal opportunity and prohibits discrimination and harassment. It is A&O Shearman's policy to ensure equal employment opportunity for all individuals, without discrimination or harassment on the basis of race, creed, color, religion, sex, age, national origin, citizenship status or alienage, disability, pregnancy or related medical issue, military or qualified veteran status, familial status, marital status, partnership status, sexual orientation, gender, including gender identity, gender expression or transition status, genetic predisposition or carrier status, status as a victim of domestic violence, stalking and / or sex offenses, sexual and reproductive health decisions, unemployment status, or any other basis protected by applicable federal, state and local laws. This policy applies to all aspects of an individual's relationship with A&O Shearman, including, without limitation, recruitment, hiring, training and development, promotion, compensation, discipline, termination, and all other terms and conditions of employment.
If you are vision-impaired or have another disability under the Americans with Disabilities Act or similar law and wish to discuss accommodations related to applying for employment at A&O Shearman, please contact US HR Transactions at US-HRTransactions@aoshearman.com or call 1 212 610 6300 and ask for HR Transactions.
Salary : $58,000 - $73,000
