Coordinator, Administration (Receptionist)

The role in our Minneapolis, Minnesota office requires a reliable and proactive individual who excels in delivering exceptional customer service. As the Coordinator, Administration, you will be the initial point of contact and the face of our firm for visitors. Your responsibilities will include escorting guests to conference rooms and providing business center support such as arranging catering and coordinating transportation. This position requires attendance in the office Monday through Friday with standard hours of 8:30 AM – 5:00 PM and a one-hour lunch break. 

• Welcome clients and visitors, adhering to firm security procedures and protocols to ensure all guests are properly identified and escorted by firm personnel 

• Schedule conference rooms using an online tool and collaborate with practice coordinators, conference room attendants, and IT personnel to ensure seamless client services including food orders, video conferencing, and computer equipment 

• Handle catering and meeting requests for both internal and external groups 

• Coordinate reservations for visiting attorney offices and conference rooms 

• Manage telephones, reservations, and visitors simultaneously, ensuring phones are answered promptly, professionally, and with a welcoming demeanor 

• Stay updated with the firm's structure, including offices, practices, and personnel hierarchy, to effectively assist in-bound callers and connect them to their intended parties 

• Coordinate details for Business Development, People & Development, and administrative meetings and events, including firm-wide initiatives, trainings, and practice team special meetings 

• Assist with clerical duties as requested, including submitting office maintenance requests in the building's tenant service system 

• Reconcile invoices and process payments in the online expense management system 

• Handle additional responsibilities or special projects as requested 

Please note this job description does not cover or contain all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

• Minimum of five years of customer service or reception experience in a large office environment, preferably in a professional services firm or law firm 

• High school diploma required; Bachelor’s degree preferred 

• Proficiency in Microsoft Office Suite 

• Excellent written and oral communication skills, including tactful interactions with other professionals and proper etiquette 

• Positive attitude and strong commitment to customer service 

• Ability to manage multiple projects simultaneously and adapt to changing priorities while maintaining a calm demeanor during stressful situations 

• Demonstrated initiative, strong work ethic, and willingness to learn new skills 

• Ability to analyze alternatives and solve problems decisively 

• Event coordination experience is a plus 

• Reliable and punctual