Catering Support & Relief Receptionist

About the role

The Catering Support & Relief Receptionist supports the daily operations of the Firm by coordinating catering services for internal and external meetings and providing relief reception coverage. This role serves as a primary point of contact for catering logistics, vendor coordination, and event support while ensuring exceptional customer service to attorneys, clients, and business professionals.

Responsibilities

• Catering Coordination
  • Coordinate catering services for meetings, training sessions, receptions, client events, and special functions.
  • Partner with attorneys, executives, and administrative staff to determine event requirements and dietary accommodations.
  • Source, coordinate, and maintain relationships with approved catering vendors.
  • Place, monitor, and track catering orders to ensure timely delivery and proper setup.
  • Maintain catering schedules and proactively manage timing and logistical requirements.
  • Track catering expenses and assist with invoice processing and budget monitoring.
  • Respond to last-minute requests and changes while maintaining service standards.
  • Ensure compliance with food safety and hygiene requirements.
• Reception & Visitor Services
  • Provide relief reception coverage during breaks, lunch periods, absences, and other scheduled coverage needs.
  • Answer, screen, and direct incoming calls using a multi-line phone system.
  • Welcome and assist clients, visitors, vendors, and guests.
  • Coordinate visitor access and routing in accordance with Firm procedures.
  • Receive, document, and distribute deliveries and packages.
  • Maintain records of incoming and outgoing deliveries.
  • Issue parking validations and maintain related logs.
  • Direct visitors to conference rooms and meeting locations.
  • Maintain a professional and organized reception and lobby area.
• Administrative & Operational Support
  • Afford assistance with office support activities and special projects as assigned.
  • Maintain confidentiality of client and Firm information.
  • Support general office operations and customer service initiatives.

Qualifications

• Ability to read and write at a level normally acquired through the completion of high school in order to process informational messages.
• Ability to use electronic mail and basic computer functions at a level normally acquired through completion of one to three months course work in touch typing.
• Interpersonal skills necessary in order to communicate by telephone and in person with visitors, caterers, attorneys and business professionals to provide information with ordinary courtesy and tact.
• Work occasionally requires a high level of mental effort and strain when answering a high volume of telephone calls, receiving last minute catering requests, and performing essential duties.
• Ability to handle telephone calls and visitors, lift small delivery packages, operate telephone equipment and record messages.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Employee must perform all duties with minimal supervision.
• Education: High school or GED required.
• Experience: Approximately 1-2 years of on-the-job experience is necessary in order to gain an understanding of the law office and departmental policies and procedures and learn to operate the telephone console system.