Fenwick is seeking a Receptionist & Catering Coordinator to join our Seattle office. The Receptionist plays an integral role to our office and will serve as Fenwick Seattle’s “brand ambassador” by creating and delivering exceptional customer service and a memorable/lasting experience to the firm’s internal and external clients. This highly visible role will be the “face of the office”. This position will play an important strategic role in enhancing the firm’s relationship with our clients, guests, and employees. The individual must thrive and take pride in a front-facing service role. This position will have responsibility working with the main reception desk and conference center floor and will require resourcefulness and working knowledge of the conference center protocols, as well as the workings of the other office floors. This position offers a Monday – Friday, 9:00am- 6:00pm schedule and may require occasional overtime.
Responsibilities Include:
Answer and screen all incoming internal and external phone calls in a professional and welcoming manner and direct calls to appropriate party
Assist all guests and facilitate their arrival and departure by using appropriate technology and other means to provide accurate information
Notify the building security ahead of time with guest list or vendor information and provide accurate information of where they should direct our visitors
Welcome and greet guests/clients and notify attorney/staff of their arrival immediately
Make sure the guest feels comfortable in our reception area or escort them to a conference room if directed to do so
Schedule conference rooms for client/internal meetings, as well as special events, including specifying catering orders for beverages and food
Communicate with caterers and place food orders for meetings and events as necessary
Communicate any conference room changes in a timely manner with the appropriate party as well as IT, Facilities etc.
Coordinate and communicate with our IT Department to ensure that Audio/Visual and other technology requirements for meetings are met and set up appropriately
Accept food deliveries and ensure they are set up in the correct conference rooms or route to appropriate personnel
Assist with scheduling visiting offices for attorneys and staff from other Fenwick locations
Distribute and collect new and loaner keycards
Actively participate in the firm’s emergency response plan and act as a first responder for onsite emergencies, as needed
Provide back-up support for other team members
Desired Skills and Qualifications:
Experience with MS Office Suite
Experience using EMS or comparable conference room scheduling software
Experience using Maptician or comparable office seating reservation software
Experience working with catering vendors directly to place food orders as appropriate for various meetings/events
Experience using Seamless Web/Grub Hub for last-minute orders
Understanding and applying appropriate billing codes for each food order
High level of attention to detail and organizational skills
The ability to thrive in a fast-paced, deadline-driven environment
The ability to multi-task in a calm and professional demeanor while under pressure
Exceptional customer service skills to internal and external clients
The ability to communicate effectively and tactfully
Comfortable following instructions and procedures from a diverse group of clients, attorneys, professional staff, and vendors
Demonstrate professionalism, courtesy, and diplomacy
The ability to work a flexible schedule, including overtime, early mornings, evenings, or weekends, as needed to accommodate the business needs
Ability to collaborate with colleagues and promote a positive, team-oriented environment
Reporting to the Office Services Supervisor, the ideal candidate will have 2+ years of experience providing front desk, concierge support to internal and external clients in a law firm or professional services firm setting. Experience providing hospitality support is a plus. Catering experience in a law firm, professional service firm or restaurant environment a plus. Bachelor's degree strongly preferred.
To be fully considered for the position, please apply online here: https://fenwick.wd1.myworkdayjobs.com/en-US/FenwickExternalCareers/job/Reception-Catering-CoordinatorSeattle-R2503-1