Front Desk Coordinator at Davis Polk & Wardwell LLP in Northern California

Job description

• Front Desk Coordinators ensure an exceptional office experience for firm personnel, clients, and guests. They manage front office operations, project‑manage meetings, and facilitate cross‑departmental efforts to execute high‑level client events and internal activities.
• Davis Polk is not only a top-tier law firm. We are a unique community of highly motivated individuals who work creatively and collaboratively to solve problems, shape strategy and deliver the highest quality results. As a business professional at the firm, you will work with colleagues in your department, across Business Services and with our lawyers to produce high-impact results for the firm and our clients.

Responsibilities

• Oversee all aspects of the client/visitor experience.
• Coordinate conference room and visitor office reservations; including entering data into the reservation management system.
• Create and distribute reservation confirmations, and various visitor/conference services communications and notifications.
• Work closely with operations manager, AV/IT, Office Services, and Facilities teams to deliver an exceptional guest experience.
• Answer the main telephone line promptly, professionally; screen and route all calls, as appropriate.
• Take messages politely, accurately, and ensure delivery to the appropriate person.
• Greet all visitors courteously – assess their needs and direct them appropriately.
• Manage incoming and outgoing deliveries and shipments from messengers, couriers, and other vendors.
• Coordinate all requests for meeting related services such as IT assistance, and Office Services support.
• Prepare monthly catering calendar for posting on the intranet.
• Coordinate with restaurants, food vendors, and caterers to fulfill meal service requests.
• Ensure conference rooms are presentable and properly equipped to client specifications.
• Perform quality assurance, identify open tasks, and bring them to completion.
• Notify the office of visitor arrivals and arrangements.
• Manage security access cards for firm personnel and temporary access cards for visitors; update the master “Security Access Card List” as appropriate.
• Maintain a Front Desk manual with detailed instructions and procedures.
• Perform administrative tasks and complete special projects as assigned.
• Maintain the confidentiality of all firm and client information by following security and notification procedures.

Requirements

• Consistently punctual and reliable.
• Exceptional customer service skills.
• Polished and professional demeanor.
• Ability to work collaboratively with lawyers and staff.
• Strong interpersonal skills.
• Commitment to teamwork and a positive attitude.
• Ability to manage a varied workload and prioritize multiple deadlines.
• Proficient in MS Word, Excel, Outlook, and comfortable using a variety of technology.
• Excellent written and verbal communication skills.
• Strong attention to detail.
• The ability to proofread typed material for typographical, spelling, and grammatical errors.
• High school diploma or equivalent required.
• Law firm experience or other service field a plus.
• Hospitality, conference services, or event planning experience preferred.

Skills

Required

• Consistently punctual and reliable
• Exceptional customer service skills
• Polished and professional demeanor
• Strong interpersonal skills
• Strong attention to detail

Benefits

• The expected base salary for this position ranges from $70,000 - $85,000. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered. Davis Polk offers a competitive salary and comprehensive benefits package.