Receptionist & Catering Coordinator (NY)

Job Description Summary:

Fenwick is seeking a Receptionist & Catering Coordinator who will be a reliable team player to the NY office. This person will serve as a "brand ambassador" for Fenwick by creating and delivering exceptional customer service and a memorable/lasting experience for the firm's internal and external clients.

This is a highly visible and integral role for our NY office and will be the "face of the office". The Receptionist & Catering Coordinator will aim to provide the highest level of customer service and a positive experience for those who enter our space. The individual must thrive and take pride in a front-facing service role.

This position is onsite and requires 5 days in our NY Office, operating on a 40 hour work week (position hours are 8 am - 5 pm).

Job Description:

• Answer and screen all incoming internal and external phone calls in a professional and welcoming manner and direct calls to appropriate party
• Assist all guests and facilitate their arrival and departure by using appropriate technology and other means to provide accurate information
• Notify the building security ahead of time with guest list and provide accurate information of where they should direct our visitors
• Welcome and greet guests/clients and notify attorney/staff of their arrival immediately
• Make sure the guest feels comfortable in our reception area or escort them to a conference room if directed to do so
• Schedule conference rooms for client/internal meetings, as well as special events, including specifying catering orders for beverages and food
• Place catering/food orders for internal meetings, assist with setting up food/conference rooms
• Communicate with caters and place food orders for meetings and events as necessary
• Organize, stock and clean the pantries and surrounding areas as necessary
• Communicate any conference room changes in a timely manner with the appropriate party as well as IT, Facilities etc.
• Coordinate and communicate with our IT Department to ensure that that Audio/Visual and other technology requirements for meetings are met and set up appropriately
• Accept food deliveries and ensure they are set up in the correct conference rooms or route to appropriate personnel
• Assist with scheduling visiting offices for attorneys and staff from other Fenwick locations
• Actively participate in the firm's emergency response plan and act as a first responder for onsite emergencies, as needed
• Provide back-up support for other team members
• Perform other related tasks as assigned

Desired Skills and Qualifications:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position:

• Experience with MS Office Suite
• Experience using EMS or comparable conference room scheduling software
• Experience using Maptician or comparable office seating reservation software
• Experience working with catering vendors directly to place food orders as appropriate for various meetings/events
• Experience using Seamless Web/Grub Hub for last minute orders
• Understanding and applying appropriate billing codes for each food order
• High level of attention to detail and organizational skills
• The ability to thrive in a fast-paced, deadline-driven environment
• The ability to multi-task in a calm and professional demeanor while under pressure
• Exceptional customer service skills to internal and external clients
• The ability to communicate effectively and tactfully
• Comfortable following instructions and procedures from a diverse group of clients, attorneys, professional staff, and vendors
• Demonstrated professionalism, courtesy, and diplomacy
• The ability to work a flexible schedule, including overtime, early mornings, evenings, or weekends, as needed to accommodate the business needs
• Ability to collaborate with colleagues and promote a positive, team-oriented environment

Reporting to the Office Services & Facilities Manager, the qualified candidate will have 1-3 years providing front desk, concierge support to internal and external clients in a law firm or professional services firm. Catering experience in a law firm, professional service firm or restaurant environment a plus. Experience providing hospitality support a plus. Bachelor's degree required.

Benefits and Compensation Details:

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing.

The anticipated range for this position is:

$60,000 - $85,500

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

A discretionary bonus for eligible employees may also be available based on performance. Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.