Coordinator, Reception/ Conference Services

About the role

The Coordinator, Reception/Conference Services serves as a key ambassador of the Firm and is responsible for creating an exceptional first impression for clients, visitors, and business partners. This individual plays a central role in maintaining a highly professional, discreet, and service-oriented front-of-house environment while ensuring the seamless coordination of reception operations and conference room activity. The ideal candidate brings sound judgment, poise, attention to detail, and a commitment to delivering a best-in-class hospitality experience consistent with the standards of a premier law firm.

Responsibilities

• Welcome clients, visitors and other guests with professionalism and discretion, ensuring a polished and attentive arrival experience.
• Serve as first point of contact for guests and provide assistance as needed ensuring a high level of service.
• Notify attorneys and business services personnel of guest arrivals and escort or direct visitors to the appropriate office or conference room.
• Monitor guest wait times and proactively communicate with internal contacts to ensure visitors are received promptly.
• Maintain the appearance, order, and readiness of the reception area and conference room spaces to reflect the Firm’s professional standards at all times.
• Coordinate conference room and visitor office reservations, confirmations, and scheduling logistics with accuracy and attention to detail.
• Obtain required approvals for meetings that are personal, non-firm related, or otherwise outside-standard Firm-sponsored activity.
• Liaise with internal service departments to coordinate room setup, catering, technology, teleconference arrangements, and other meeting support needs.
• Answer calls to the Firm’s main telephone line in a polished and professional manner and route inquiries appropriately.
• Partner with Security regarding visitor access matters and promptly report any unauthorized or suspicious individuals.
• Assist with special projects as directed.

Requirements

• Exceptional client service skills and a hospitality-driven mindset.
• Professional presence, sound judgment, and interpersonal sophistication appropriate for a premier law firm environment.
• Excellent verbal and written communication skills, with a polished and courteous manner.
• Strong organizational skills and the ability to manage multiple priorities with efficiency and composure.
• High level of discretion and the ability to handle confidential Firm and client information with sensitivity.
• Strong attention to detail and commitment to accuracy in scheduling, communications, and presentation.
• Ability to work collaboratively and effectively with attorneys, senior management, business services professionals, clients, and visitors.
• Dependable, punctual, and flexible with respect to scheduling and operational needs.
• Proficient in Microsoft Office, including Word, Excel, and Outlook, and comfortable using a variety of technology.
• Proficient in Conference Room Booking systems.

Qualifications

• High School diploma or equivalent required.
• College experience is a plus.
• Minimum three years of experience in reception, conference services, hospitality or other high-touch client-facing professional environment preferred.
• Prior experience in a law firm, financial services, corporate headquarters, or other professional services setting is strongly preferred.

Pay

The expected base salary for this position ranges from $70,000 - $80,000. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, anticipated assignment, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered. Davis Polk offers a competitive salary and comprehensive benefits package.