Client Services Coordinator/Receptionist

Riezman Berger, P.C., has an immediate full-time opportunity for a professional, service-oriented Client Services Coordinator/Receptionist. Qualified candidates will have exceptional communication and organizational skills. Candidates must exhibit patience, excellent listening skills, a positive attitude. Competitive salary and full benefit package. Email resume and references to: jhp@riezmanberger.com

The Receptionist is the first point of contact for our clients, visitors, attorneys, and staff and plays an important role in creating a professional, welcoming, and organized environment. The ideal candidate is dependable, personable, polished, organized, and proactive, with a willingness to help wherever needed.

Essential Responsibilities

• Reliability & Attendance: Report to work on time each scheduled workday and be ready to begin work at the scheduled start time. Dependability is essential to maintaining a professional and well-functioning front office.
• Front Desk & Client Service: Maintain a friendly, professional, and welcoming presence at the front desk. Greet clients and visitors promptly and courteously and assist them as needed.
• Telephone: Answer and direct incoming telephone calls professionally and efficiently. Take accurate messages and ensure calls are routed to the appropriate attorney or staff member.
• Office Awareness: Maintain a general understanding of where attorneys and staff are located and whether they are available, in meetings, in court, working remotely, or otherwise unavailable. Provide accurate information to callers and visitors.
• Conference Rooms: Schedule conference rooms and ensure they are properly prepared before meetings. Keep conference rooms clean, neat, organized, and presentable throughout the day.
• Zoom & Virtual Meetings: Set up and assist with Zoom meetings and other virtual meetings as needed, including ensuring the conference room technology is ready before a meeting.
• Hospitality: Greet and assist clients and guests, offer beverages, prepare and maintain coffee, and ensure the reception and client areas are clean and welcoming.
• Office Supplies & Beverages: Monitor beverage and hospitality supplies and notify the appropriate person when supplies need to be replenished. Assist with ordering supplies and refreshments as needed.
• Lunch & Meetings: Assist with ordering and coordinating lunches, catering, and refreshments for meetings and firm events when requested.
• Data Entry: Perform accurate data entry and other administrative tasks as assigned.
• Facilities: Serve as a point of contact for routine building and facility issues. Report problems promptly to building management and follow up to ensure issues are addressed.
• Proactive Office Support: Pay attention to the condition and needs of the reception area and office. Identify problems before they become larger issues and take appropriate action rather than waiting to be told what needs to be done.
• Administrative Support: Assist attorneys, paralegals, and administrative staff with miscellaneous projects and tasks as needed. Be willing to step in and help wherever support is needed.
• Professional Communication: Communicate courteously and professionally with clients, attorneys, staff, vendors, couriers, building personnel, and other visitors.
• Confidentiality: Maintain confidentiality and exercise discretion when handling client information, attorney matters, telephone calls, mail, and other firm business.

Professional Standards

Because the Receptionist is the first impression of the firm, a consistently professional appearance, attitude, and demeanor are expected.

• Maintain a polished, business-professional appearance appropriate for a law firm.
• Dress neatly and professionally each workday.
• Maintain a positive, friendly, and courteous attitude.
• Demonstrate good judgment, professionalism, and discretion when interacting with clients and visitors.
• Maintain a clean, organized, and professional reception area.
• Be comfortable interacting with people and providing a high level of client service.
• Take initiative and look for ways to assist attorneys and staff without always needing to be asked.
• Be dependable, punctual, and accountable for assigned responsibilities.

What We Are Looking For

The successful candidate will be someone who understands that being a Receptionist is more than simply answering the telephone. This person should take ownership of the front desk, notice what needs to be done, anticipate the needs of clients and the office, and be willing to help wherever needed.

A good attitude, reliability, professionalism, and initiative are just as important as experience.