Front of House Coordinator

Withersworldwide - New Haven, CT

Full-time - Entry Level

Onsite - New Haven, CT

Truck Transportation

About the position

The Front of House Coordinator at Withersworldwide plays a crucial role in enhancing attorney effectiveness by providing comprehensive administrative support and managing information flow. This position requires a professional demeanor and strong communication skills to represent attorneys to clients and others effectively. The role is office-based, requiring in-person attendance five days a week, and involves various responsibilities including managing calls, scheduling meetings, and coordinating office events.

Responsibilities

• Receives incoming calls and directs callers to the appropriate party.
• Prepares and submits expenses using Chrome River.
• Schedules meetings for the New Haven office and other Withers Bergman offices through global hospitality software.
• Welcomes and receives guests and clients, greeting them in person or on the telephone.
• Assists visitors in scheduling offices and workspaces through the Condeco office/desk reservation program.
• Coordinates food and beverage services for meetings and office events, including ordering and receiving food from vendors.
• Works cooperatively with Office Services Assistant to ensure timely setup and breakdown of meetings and events.
• Advises Building Security of all expected visitors to ensure access is granted.
• Requests special services and repairs from Building Manager/Engineer/Security.
• Receives and logs US Mail, overnight, and hand deliveries, distributing items to recipients using the Digital Mailroom System.
• Assists attorneys, paralegals, and staff with printing and assembling documents for transmittal to clients and courts.
• Provides general in-office administrative support, working closely with Legal Secretaries and fee-earners.
• Assists with client file opening, conflict checks, and onboarding processes.
• Assists with the monthly billing process, including time entry and producing billing guides.
• Prepares letters and enclosures, photocopies, scans, and prints documents.
• Reviews and proofreads documents, scans/e-files documents, and provides backup assistance with digital mail.
• Maintains e-files and hard copy filing, and provides Notary and witness services.

Requirements

• 2+ years as an administrative professional, preferably in a law firm or other professional service industries.
• Bachelor's Degree preferred.
• Strong technical skills, including experience with Microsoft Word, Excel, and Outlook.
• Excellent spelling, grammar, punctuation, form, and style in English.
• Strong communication skills, both orally and in writing.
• Interpersonal skills to establish effective working relationships with colleagues.
• Ability to prioritize and multitask effectively.
• Ability to work both as a team and independently.