Job Description: Concierge/Receptionist

Compensation and Schedule

• Pay Rate: $26.50–$27 per hour
• Schedule: Monday through Friday, 8:00 AM to 5:00 PM (with a one-hour lunch break)

Position Overview

The Concierge/Receptionist is the first point of contact for clients, visitors, attorneys, and staff, delivering an exceptional guest experience that reflects the firm’s commitment to professionalism and excellence. This role involves managing visitor logistics, coordinating meeting room reservations, handling switchboard operations, and supporting internal client service needs. The ideal candidate will maintain a polished, professional demeanor and demonstrate strong organizational and communication skills.

Key Responsibilities

Guest Experience

• Welcome and check in guests, including clients, vendors, attorneys, and staff from other offices.
• Register visitors in the building’s management system and update the firm’s internal calendar.
• Reserve hoteling offices and meeting rooms using EMS scheduling software and send detailed welcome emails to guests.
• Greet guests upon arrival, notify hosts, and escort them to meeting locations.
• Offer refreshments, provide security access cards, and validate parking when applicable.
• Assist guests with accessing Wi-Fi and directing them to restrooms, pantries, and other common areas.
• Retrieve access cards and address last-minute needs upon guest departure.

Meeting Room Coordination

• Monitor and manage meeting schedules in EMS, coordinating room reservations, catering, and AV requests.
• Communicate changes to relevant teams and confirm details with internal clients.
• Address scheduling conflicts and facilitate room adjustments.
• Notify Guest Services when rooms need refreshes or additional support.
• Create and update nameplates for hoteling offices.

Switchboard Operations

• Answer and transfer calls, perform intercom announcements, and maintain accurate directory updates.
• Send daily office-wide announcements for events and updates.
• Process subpoenas according to the firm’s Service of Process protocol.
• Manage p-card receipts, floral arrangements, gifts, and other requested orders.
• Update the firm’s intranet calendar and pages with relevant information.

Internal Client Services

• Track and manage guest access cards, submitting daily logs to the Operations Manager.
• Enter maintenance and HVAC requests via the building’s facilities system.
• Assist with CLE training session attendance sheets.
• Order and manage catering requests, accommodating dietary needs and preferences.
• Reconfirm food orders with vendors and process invoices for payment.

Parking & Transportation

• Schedule transportation services, including car service and taxi vouchers, and manage inventory.
• Track and reconcile parking validation usage, providing monthly reports to the Data Control Department.

Qualifications

• Minimum 2 years of proven experience in a concierge, receptionist, or customer service role, preferably in a corporate or professional services setting.
• Strong interpersonal skills with a customer-centric approach.
• Excellent organizational and time management abilities.
• Proficiency in Microsoft Office Suite and room scheduling software
• Exceptional verbal and written communication skills.
• Ability to handle multiple tasks and adapt to changing priorities in a fast-paced environment.
• Print Room Experience is a plus but not required

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.