Receptionist & Catering Coordinator

We aspire to think bigger, bolder, and delve deeper into built-environment solutions.

Flexibility in schedule is required for this role, as there is potential for additional hours and overtime based on business needs.

Pay Range $60,000 to $85,500 annually depending on experience

Department Facilities

Position Receptionist & Catering Coordinator

Schedule Part-time (Tuesday, Wednesday, and Thursday) 8am – 5pm

• 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
• Communicate with caters and place food orders for meetings and events 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

Requirements

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

• Bachelors Degree required
• 1-3 years providing front desk, concierge support to internal and external clients in a law firm or professional services firm
• Experience providing hospitality support is a plus
• Catering experience in a law firm, professional service firm or restaurant environment a plus

• Paid Sick Leave
• Paid time off
• A tremendous organizational culture centered on transparency, honest communication, prescribed process, and personal responsibility.

• Get things done
• Stay humble
• Focus on people
• Be smart
• Lead with integrity
• Solve problems
• Enjoy the journey together

A great organizational culture centered on transparency, honest communication, prescribed process, personal responsibility and accountability.

Employment authorization will be conducted via E-Verify within the first three days of employment.

Impec Group is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate in employment based on race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.