Job DescriptionJob Description:
Perkins Coie is looking for a qualified, dynamic individual to take on the Reception and Client Service Coordinator role 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, and 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.
*Please note a cover letter is required to be considered for this role.
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 and notify the 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 hospitality and other firm personnel as needed, including processing and submitting invoices for approval and payment.
Follow the firm policies and protocols for catering-cost limits, budgets, and billing codes for non-client, internal, and/or practice group-related meetings, department meetings, committee meetings, business professional meetings, internal working lunches, etc.
Oversee hoteling, visitor reservations, and office and workspace inventory.
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 that 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 firm policy accepting the service of legal papers/process servers and notify the designated personnel identified in the local office procedures.
Record documents received, process deliveries, and validate parking, as needed.
Be vigilant of who accesses the floors, follow the firm's floor safety policies, and report concerns to the supervisor when necessary.
Verify guest identification, issue guest name badges, and announce guests in compliance with firm protocol.
Notify operations and administration of 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 the inventory of cards.
Participate in team meetings and provide regular feedback; update the local and firm desk books as needed at least every quarter.
Participate in the onboarding process with new timekeepers and business professionals, highlighting the benefits provided by the firm's reception and client service coordinators.
Assist office administration, legal practice and executive assistants, and timekeepers with clerical overload and special project work.
Support the Business Operations department with assigned tasks, which may include administrative contributions to the marketing, finance, and practice management teams.
Conduct internet research as directed by timekeepers, legal practice or executive assistants, or guests.
Coordinate absences within the local office and region; proactively assist other offices in the region with the absence of regular reception and client service coordinators and, when time permits, assist other reception and client service coordinators.
Assume responsibility for miscellaneous tasks and special projects as required.
Know and be able to implement employee safety plans (i.e., fire and emergency plans).
SPECIFIC SKILLS REQUIRED
Superb customer service, communication, and interpersonal skills.
Ability to express self effectively and professionally, both orally and in writing.
Ability to multitask, solve problems, and handle confidential matters with diplomacy and tact.
Ability to display an enthusiastic, friendly, courteous, and pleasant demeanor.
Appropriate interpersonal skills necessary to communicate by telephone and in person with visitors, timekeepers, and business professionals to provide information with courtesy, tact, and professionalism.
Ability to conduct work with a proven capability of prioritizing workload and balancing multiple projects and deadlines.
Ability to engage in a high level of interaction with clients, timekeepers, and business professionals to provide a high standard of customer care.
Ability to work unsupervised and on one's initiative, being proactive in approach to work.
Capacity to display sensitivity and confidentiality at all times with first-class communication skills.
High ability to self-motivate and act as a resilient, strong team player.
Willingness to receive first aid, AED, and fire warden training, and participate in the firm's business safety and continuity initiatives.
SPECIFIC SKILLS PREFERRED
Proficiency in Cisco ARC Attendant telephone system.
Notary certification.
Intermediate proficiency in Microsoft Teams, Webex, OneNote, and SharePoint.
EDUCATION AND EXPERIENCE
Qualified candidates are required to have a high school diploma or equivalent, as well as a minimum of three years of office and receptionist experience or progressively responsible guest service experience. Additionally, legal, professional services, or corporate experience is strongly preferred.
At Perkins Coie, we look for self-motivated individuals, dedicated to providing value and superior service, and above all, have a high degree of integrity and enthusiasm for their work. We have created a company culture based on collaboration, devotion to serving our clients, and mutual respect. Perkins Coie is committed to advancing diversity and inclusion both within the firm and throughout our collective communities. Work with one of the 100 Best Companies to Work For and receive great health insurance, tuition reimbursement, and paid sabbaticals.
This position is eligible for an annual discretionary bonus, 401(k) plan, medical, dental, and vision insurance, accrued paid time off plan starting at 20 days annually, personal medical and parental leave, up to ten paid Holidays, and family care benefits. More information regarding benefits and programs may be found here.
This position may be filled in the following location(s). The compensation depends on qualifications and experience.
Washington State compensation range: $48,020 to $68,340 annually
Perkins Coie LLP is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, genetic information, protected veterans, marital status, sexual orientation, gender identity, disability status or any other category prohibited by local, state or federal law. This policy applies to all aspects of employment, including recruitment, placement, promotion, transfer, demotion, compensation, benefits, social and recreational activities and termination.