Receptionist-Office Associate-Client Concierge

Essential Duties And Responsibilities

• Greet clients, arbitrators, mediators, and visitors; provide a professional, welcoming experience
• Anticipates client needs, delivers a polished and professional environment, and ensures a seamless and positive experience throughout all interactions
• Manage reception desk and serve as primary point of contact for client inquiries and on-site needs
• Assist with preparing and monitoring hearing rooms to ensure readiness, cleanliness, and proper setup
• Anticipate client needs during hearings (technology, catering, room adjustments, etc.)
• Troubleshoot issues in real time to ensure a seamless experience
• Liaise with case administration teams; coordinate and manage hearing room scheduling and readiness, answer client inquiries regarding AAA's services, filing procedures, and case administration
• Communicate with case managers and parties to manage in-person hearing logistics
• Participate in and track several regional and nationwide projects as directed by the Region's VP or SVP
• Support business development initiatives, including event coordination and client outreach
• Aid in preparation of marketing materials, presentations, and client communications
• Track leads, event participation, and BD activities as directed
• Provide administrative and logistical support for client-facing events and meetings
• Cover logistics for assigned regional training programs, meetings, and events
• Review and distribute incoming mail
• Ensure confidentiality of case information; adhere to AAA's information security and data privacy policies
• Demonstrate regular, reliable, and predictable job attendance
• Attend on-site and in-person meetings and training sessions

Qualifications

• Education & Experience: Bachelor's Degree in a legal or business-related discipline with 1–3 years of experience in a client-facing role such as customer service, hospitality, concierge services, event coordination, or professional services environment (e.g., law firm, corporate office, or B2B setting); Or equivalent mix of education and work experience.
• Knowledge, Skills, & Abilities: Exceptional interpersonal and communication skills, with the ability to engage professionally and confidently with high-level clients, arbitrators, and internal stakeholders; Strong client service orientation with a proactive, solutions-focused approach to anticipating and meeting client needs; Strong organizational and coordination skills, including the ability to manage schedules, room logistics, and on-site activities seamlessly; Demonstrated problem-solving ability, with the capacity to address issues in real time and escalate appropriately when needed; Professional demeanor and presence, with sound judgment and discretion when handling sensitive or confidential information; Proficiency in reading and interpreting various documents including legal files, business correspondence, and procedure manuals; Ability to compose clear and effective routine reports and business communications; Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)

Working Conditions

• The regular work schedule (100% on-site) for this position is 37.5 hours per week (Monday-Friday; daytime)
• Must occasionally lift and/or move up to 20 pounds

Benefits

• Competitive compensation package, including incentives
• Comprehensive benefits program that includes medical, dental, orthodontia, vision coverage, student loan repayment, 403(b) retirement plan with substantial company match, discounted pet insurance, and generous paid-time-off benefits