Administrative Coordinator

Job Description

Job Description

Responsibilities :

• Greets clients, visitors, and guests in a welcoming, courteous, and professional manner.
• Promptly informs appropriate staff of client arrivals and relay any urgent messages as directed.
• Acts as liaison between clients and attorneys, ensuring that client needs are promptly and efficiently met.
• Issues visitor badges and manages guest sign in / out processes. Maintains accurate and up-to-date visitor logs.
• Fulfills parking validation requests. Maintains accurate and up-to-date parking validation logs.
• Assists and directs visitors of the firm to the appropriate person, conference room or department. Answers general inquiries and provides information about the firm’s services.
• Ensures the reception desk and guest areas are well-organized, clean, and presentable always. Arranges and maintains seating areas, literature, and other materials in the guest areas.
• Addresses client or visitors concerns in a professional and timely manner, providing solutions or escalating complex issues to appropriate staff when necessary.
• Provides information regarding services around the firm, provides directions and assists with local transportation requests.
• Assigns visitor and loaner keys as requested. Accurately tracks assignment and returns of loaner keys.
• Conducts notary services for various firm related legal documents, including affidavits, powers of attorney, etc. for firm personnel and clients, while ensuring accuracy and compliance with legal requirements
• Utilizes knowledge of multi-line phone system to answer main office phones in a courteous, professional, and timely manner within firm protocols
• Answers email inquiries and routes them to the appropriate department or individual
• Works closely with other support staff to ensure seamless coordination and assistance for clients and guests
• Take initiative to notify security or other personnel as to unusual or suspicious individuals or activities
• Coordinates with other staff to ensure that the reception area has coverage during core business hours, if needed
• Accurately schedule conference rooms and meetings (including catering requests), prioritizing conflicting or last-minute requests using the firm’s electronic conference room scheduling system or other meeting platforms (including MS Teams or Zoom)
• Performs internet searches and compiles information for research projects as required
• Provides special project assistance to firm personnel as needed

Requirements