Reception and Client Service Coordinator

3 weeks ago

Seattle, United States Perkins Coie Full time

Job Description: The Reception and Client Service Coordinator is responsible for all aspects of the client experience by providing consistent, Perkins Coie brand-identifiable, superior personal client service. The Reception and Client Service Coordinator performs all functions related to receiving telephone calls, including firmwide telephone coverage; greeting clients, guests, and vendors; coordinating reservations for conference rooms, hoteling, and visitor office spaces, including catering for meetings and events; and accepting deliveries and directing them to appropriate individual(s) within the firm according to established policies and procedures. In addition, as a member of the Perkins Coie business professionals support team, this position is also responsible for promoting and maintaining the goodwill and reputation of the firm. In this capacity, the Reception and Client Service Coordinator is expected to maintain the highest level of professional conduct and confidentiality. ESSENTIAL FUNCTIONS These essential functions are primary job duties that incumbents must be able to perform unassisted or with some reasonable accommodation. Welcome and greet clients and visitors and ensure proper clearance and routing of guests in accordance with firm policies; notify supervisor of unique situations. Receive incoming telephone calls in a professional and timely manner for both the local office and the firm in accordance with the procedures for firmwide telephone coverage. Communicate with internal and external clients, either in person or via the telephone, in a courteous and highly professional manner while delivering strong client care. Reserve and/or approve conference room requests in accordance with the instructions given; use the firm's meeting room software; and collaborate with legal practice and executive assistants and other firm personnel, as needed. Manage all catering orders for approved meetings and events, collaborating with the hospitality team and other firm personnel as needed. Process and submit catering invoices for approval and payment. Oversee hoteling, visitor reservations, and inventory in offices and workspaces; accommodate business needs by optimizing available space; ensure that spaces are clean and stocked with basic office supplies and visitor tip sheets. Manage all concierge-level requests (i.e., taxis, flowers, etc.) in accordance with the instructions given and ensure adequate records are kept. Assist guests with special requests, such as printing, food orders, scanning, basic supplies, Wi-Fi passwords, basic technology-related troubleshooting, directions to or recommendations of local restaurants and other businesses, etc. Follow the firm policy of accepting the service of legal papers/process servers and notifying designated personnel identified in the local office procedures. Record documents received, process deliveries, and validate parking as needed. Verify guest identification, issue guest name badges, and announce guests in compliance with the firm protocol. Oversee janitorial and building maintenance requests. Issue loaner card keys to firm employees; provide vendors with vendor card keys as appropriate and maintain accurate records of their disposition; manage and track inventory of cards. Participate in the onboarding process with new timekeepers and business professionals, highlighting the benefits provided by the firm's Reception and Client Service Coordinator, hospitality, and concierge services. Provide office support, encompassing copy/scan/print services, mail handling, hospitality, and assistance to the Facilities person for office maintenance and administrative tasks in a small office setting. SPECIFIC SKILLS REQUIRED Superb customer service, communication, and interpersonal skills. Ability to express self effectively and professionally, both orally and in writing. Ability to mu

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