Front Office Coordinator

Responsibilities

• Welcome and assist clients and visitors in a professional, warm, and helpful manner at all times
• Answer and direct incoming calls and forward messages
• Greet, assist, and direct visitors
• Conference room set-up, which includes ensuring conference rooms are clean, properly stocked, and prepared for meetings, and clean-up
• Operate a multi-line telephone/switchboard system and direct callers to appropriate individuals across all Foster Garvey offices
• Respond to requests from attorneys and staff regarding conference rooms and arrange appropriate set-up
• Respond to guest office requests from attorneys and staff
• Cookery services duties: Coordinate with IT and Office Services to ensure guest offices are reserved, tidy, and have functional technology
• Maintain professional relationships with building management and Firm vendors, which may include submitting building work orders
• Coordinate signage for Firm events
• Work directly with IT team to provide support, which includes event reminders to both Office Services and IT regarding needed support
• Serve as back-up for mail processing (incoming and outgoing mail) and copy center as needed
• Order and maintain office supplies and postage, including preparing FedEx labels as needed
• Administrative duties as assigned, which may include ensuring payment of recurring bills and preparing and submitting expense reports
• Maintain and track office access cards, parking cards, loaner cards, and master keys
• Manage parking validations, including loading funds onto the parking validation platform
• Monitor and secure approval for HVAC and janitorial requests related to meetings and office events
• Monitor elevator activity to help maintain office safety and security
• Other duties and projects as assigned

Hospitality services duties

• Aid in ordering food for Firm events
• Communicate with and direct caterers for Firm events
• Stock and maintain cleanliness of kitchenettes and hospitality services, as required
• Set up and break down tables and equipment for Firm events
• Other hospitality duties as assigned

Skills

• Commitment to excellent client service, with both external and internal customers
• Exceptional interpersonal skills and professionalism at all times
• On time and dependable for work
• Responsive; timely return of calls and e-mails
• Knowledge of Windows Operating System, Internet (Edge, Chrome), and other software
• Knowledge of office procedures and basic clerical duties
• Skill and proficiency with a multi-line phone system
• Ability to effectively collaborate and promote team-building
• Ability to meet deadlines and manage time effectively
• Strong organizational skills and follow-up skills, as needed
• Strong judgment and ability to make well-reasoned, effective decisions
• Ensure employee and attorney-client confidentiality
• Excellent verbal and written communication skills and ability to provide clear, accurate information

Education & Experience

• A high school diploma or equivalent required
• A two-year or four-year college degree preferred
• 2+ years’ experience in an office setting; professional services experience preferred; law firm experience highly preferred

Physical Requirements

• This position operates in an office environment in open corridor spaces and works under artificial lighting and moderate noise
• Frequent use of a computer, telephone, and other standard office equipment
• Manual dexterity for keyboarding and file organization
• Ability to write
• Ability to lift at least 50 pounds
• Frequent light lifting, bending, and reaching
• Daily duties that require walking throughout the offices or running errands if needed
• Periods of prolonged sitting at the reception desk

Perks

• In-person and virtual training opportunities
• Collaboration across all Foster Garvey offices
• Workplace Wellness Program and more!

Pay Range

The pay range for this position is $58,500 to $75,500 annually; however, actual pay may vary depending on the candidate's education, training, experience, and other job-related factors permitted by law.

Other Compensation and Benefits

• Medical, dental, and vision insurance
• 401(k) retirement plan, match, and profit-sharing
• Commuter allowance
• Paid time off plus paid holidays throughout the calendar year
• Disability and life insurance
• Parental leave
• Community service leave
• Annual discretionary bonus and more!

Pre-Employment Screening

Any job offer will be contingent upon successful completion of a pre-employment background screening.

About the Role

Foster Garvey PC, one of the Pacific Northwest's leading law firms, is seeking a Front Office Coordinator who serves as an important customer service ambassador for our Seattle office’s reception area and is a key “utility player” for our conference services team.

Qualifications

The person in this position is an important initial point of contact on behalf of the Firm for both in-person contact and by telephone, and oversees daily operations for conference services with a focus on professionalism and exemplary customer service.

Benefits

Foster Garvey offers a competitive compensation and benefits package including, but not limited to, the following:

• Medical, dental, and vision insurance
• 401(k) retirement plan, match, and profit-sharing
• Commuter allowance
• Paid time off plus paid holidays throughout the calendar year
• Disability and life insurance
• Parental leave
• Community service leave
• Annual discretionary bonus and more!