Front Office Coordinator

Job Duties: Answer every incoming call on the first ring with professionalism and warmth, with no screening and no exceptions. Handle calls back-to-back at a steady pace so that calls are answered at the front desk and not routed to backup coverage. Capture the caller's name, callback number, and reason for calling, and enter all messages in the case management system without delay. Follow the firm's transfer script at all times. Treat any visible, unassigned receptionist task as your own. Offer help to teammates proactively. Staff the front desk continuously during business hours, ensuring coverage is arranged in advance for any absence beyond a scheduled break. Handle mail, faxes, deliveries, checks, and supplies without prompting. Keep the lobby, front glass, and conference rooms clean and presentable throughout the day. Manage the “XO Log”.Keep inventory organized and fully stocked. Review attorney calendars first thing in the morning, again at midday, and monitor for changes throughout the day. Own coordination of conference rooms. Greet all visitors by name, notify the appropriate staff immediately upon arrival, and thank everyone as they leave.

Qualifications: Prior experience in a receptionist, front desk, or customer-facing role is required. Bilingual (English & Spanish) is required. Notary Public certification (may be obtained post-hiring).Exceptional phone presence and verbal communication skills. Strong organizational skills with the ability to manage multiple tasks simultaneously without losing focus. Proficiency in Microsoft Outlook; ability to learn firm-specific software. Professional, polished, and welcoming demeanor at all times. Reliable attendance and punctuality are essential functions of this position.

Preferred Qualifications: Prior experience in a law firm or professional services environment is strongly preferred.