Client Relations Coordinator

About the Firm

Lowenstein Sandler is one of the most sophisticated law firms in the United States, with over 400 lawyers and 300 business services professionals serving clients from offices in New York, Palo Alto, Roseland, Salt Lake City, San Francisco, Washington, D.C., and Wilmington. We recruit candidates who seek a collaborative, entrepreneurial culture that prioritizes our clients, our colleagues, and the communities where we work and live. Committed to career development and to a diverse and inclusive workplace, the firm offers many programs and opportunities for personal and professional growth.

About the Role

The Client Relations Coordinator plays an integral role and serves as a brand ambassador by creating and delivering memorable and lasting experiences to the firm’s clients and guests. The primary function of this role is to be a front-line “ambassador” who plays an important strategic role in building the firm’s relationship with clients and guests. The Client Relations Coordinator is a highly visible, interactive professional who ensures a high level of customer service and a positive experience for all clients and guests of the firm.

Responsibilities

• Open or close the office daily – five days per week.
• Direct incoming telephone calls to the appropriate person, including attorneys, staff, visitors, and clients.
• Meet and greet clients/visitors in the reception area, log them in as appropriate, and provide necessary information to guests.
• Maintain a log of visitors and security badges.
• Schedule conference rooms or visiting attorney offices using the firm’s software application.
• Assist with connecting Zoom meetings.
• Receive and process meal requests for meetings and events, working with caterers and/or local vendors.
• Assist caterers with setting up food arrangements for meetings/events and clean up afterward.
• Take inventory of kitchen supplies and ensure items are replenished in a timely fashion.
• Reconcile monthly credit card statements and invoices for approval, including researching discrepancies, tracking invoices, and processing using Emburse.
• Receive, sort, and deliver incoming mail and packages.
• Schedule outside messenger services as required, including bank/post office and firm-related errands.
• Update the master calendar for the office and the intranet page.
• Stay abreast of changes and updates with firm applications, including attending training and vendor-provided demonstrations.
• Update phone lists, emergency rosters, and other information as required.
• Perform other general administrative duties as assigned.
• Maintain a clean and organized lobby and reception area.
• Assist with printing and copy requests as needed.
• Assist with other job-related tasks as assigned.

Requirements

• High school diploma or equivalent required; two or four-year college degree preferred.
• Minimum of 2+ years of front office experience; experience in a law firm is preferred.
• Basic knowledge of Microsoft Word, Excel, PowerPoint, and Outlook to maintain logs, reports, and assist with preparing presentations.
• Exhibits effective communication skills by demonstrating tact, diplomacy, and discretion when presenting information and responding to questions from clients, attorneys, and managers.
• Excellent verbal and written communication skills.
• Ability to accept change and incorporate it into the daily work environment.
• Well-developed and professional interpersonal skills; ability to interact effectively with people.
• Ability to portray an attitude of congeniality with staff, clients, vendors, and visitors.
• Ability to multi-task and handle competing priorities.
• Strong orientation to customer service and ability to work in a team environment.
• Strong organizational and time management skills.
• Must maintain a reliable attendance record—arrive at work in a timely manner and observe prescribed work break and meal periods.
• Takes initiative to learn new skills that will contribute to enhanced performance of the role.

Schedule

Full-time, Monday through Friday, 9:30 AM - 6:00 PM (on-site in Palo Alto, CA).

Pay

The expected salary range for candidates meeting the requirements of this position is $65,000 to $75,000. Exact compensation will be determined based on individual candidate qualifications and location.

Benefits

• Medical, dental, and vision coverage.
• Prescription drug coverage.
• Life insurance and disability options.
• Flexible Spending Accounts (FSAs).
• 401K retirement plan.
• Paid time off.