A DC Law Firm is seeking a Client Services Specialist. The Front of House Client Services Assistant will execute all activities in Reception and Conference Services for the DC office. They will act as an on-site concierge to the DC office, providing high level customized service to meet the distinct needs of both internal and external clients. They are a firm ambassador representing the brand, it's culture and values. The Client Services Assistant 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 8:30am - 5:00pm.
Status: Direct Hire
Salary: $50-64K DOE
Duties and Responsibilities:
Front of House Functions
- Greets and assists onsite guests with a positive, helpful attitude, providing them with a professional welcome, going above and beyond on their service approach.
- Monitors the Front of House mailbox and responds promptly to emails; works directly with the Senior Manager, Operations and Office Operations Specialist to ensure needs are anticipated, communicated and handled promptly and efficiently.
- Manages 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 meetings.
- Coordinates planning of all conference room services related to office meetings and events, including coordination with Catering, IT and other departments.
- Monitors conference rooms to ensure cleanliness, preparedness, and timeliness of room set ups, food services and audio/visual services, ensuring supplies are restocked and replenished.
- Adds guest names to building security to allow entry, updates visitor keycard information in security software.
- Handles calls, screening and directing calls to the appropriate persons.
- Proactive management of emails, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up.
- Works collaboratively with Building Management to schedule office repairs, temperature adjustments, place vendors on the visitor list.
- Set up visitor offices, change office nameplates, and assist with visitor requests such as booking restaurants, cars, etc.
- Ensures all departmental forms and logs are completed accurately and thoroughly.
- Assists with challenges when they arise and, when necessary, escalates to Management.
- Assists Senior Manager, Operations and Office Operations Specialist with miscellaneous and last-minute projects.
- Perform other duties as assigned.
Office Administration Functions
- Handles restroom amenity supply procedures and ensures firm purchasing standards are followed, including sufficient inventory control and cost-effective purchases.
- Coordinates officewide activities and events in an effort to promote a positive work environment.
- Coordinates with office-related vendors.
- Processes invoices for car services, etc.
Audio Visual Support
- Assists in booking virtual or in office Teams, Webex, and Zoom meetings for internal and external clients.
- Performs tests in advance of scheduled meetings.
- Provides technical support for teleconferences and webinars.
- All Client assistants are trained in basic AV support.
Back of House Function
- Client meetings assistance such as copying/scanning/faxing, client interaction and team support.
- Assist with set up and breakdown of food and beverages in conference rooms as needed.
- Cleaning and disinfection of conference rooms after meetings have concluded.
- Sends, 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 sent for example, for some recipients, their faxes should always also be sent to their secretary and/or paralegal.
- Handles attorney and professional staff inquiries and requests requiring the assistance and services of the Office Services Department.
Job Requirements:
- Minimum of 3-5 years of law firm or hospitality experience
- Bachelor's degree preferred, but not necessary
- Strong working knowledge of MS Office 365 including Word, Excel, PowerPoint and Outlook with the ability to learn new software and operating systems
- Flexibility to adjust hours and work the hours necessary to meet operating and business needs including the ability to work overtime
- Display strong organization skills and flexibility to juggle multiple demands
- Demonstrate strong attention to detail and produce high quality / accurate work
- Demonstrates exceptional customer service skills
- Demonstrates effective interpersonal and communication skills, both verbally and in writing
- Ability to handle multiple projects and shifting priorities, and prioritize work, working with a sense of urgency
- Ability to handle sensitive matters and maintain confidentiality
- Ability to proactively resolve issues and demonstrate a high level of client service
- Ability to work well under pressure, and maintain composure, meeting deadlines and adapting to change
- Ability to work well independently as well as effectively within a team
- Show a proactive approach to tasks and situations
- Build successful relationships with fee earners and business professionals
- Ability to work on-site 5 days per week
How To Apply: Please respond with your resume for consideration. We welcome all candidates that meet the REQUIRED qualifications with recent relevant experience. Palmer Legal Staffing is an equal opportunity employer.
About Us: Palmer is an award winning staffing agency offering direct hire, temp-to-hire, and temporary placements for administrative, management, executive, legal and more. We represent more than 500 of the finest law firms and legal departments in the D.C. area.
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