Client Services Coordinator (Palo Alto, CA) (#5046)

Dorsey & Whitney LLP; Palo Alto (CA); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

comprehensive medical insurance

dental insurance

vision insurance

Job summary

Dorsey & Whitney LLP in Palo Alto, CA seeks a Client Services Coordinator to greet clients and visitors, answer phones, and provide concierge services in a fast-paced legal environment. You will manage conference rooms, assist with events, and support records management while upholding confidentiality and professionalism.

The role requires at least 1 year of administrative experience, accurate typing, and strong communication. This is an on-site position with standard business hours.

Qualifications

• High School diploma or G.E.D. is required.
• At least 1 year of administrative support or related experience.
• Accurate typing skills.
• Good oral and written communication.
• Ability to work with all levels of personnel.
• Attention to detail and accuracy.
• Strong organizational skills.
• Strong customer/client service focus and skills.
• Ability to meet deadlines and maintain confidentiality.

Responsibilities

• Answer phones and direct incoming callers; greet clients and visitors; provide concierge services to clients and Firm members.
• Promote and maintain the Firm's goodwill through professional conduct and confidentiality.
• Keep workspace clean and secure; protect sensitive materials.
• Coordinate and reserve conference rooms and manage calendars.
• Maintain updated Wi‑Fi passwords and information in conference rooms and offices.
• Keep supervisor informed of activities and issues.
• Schedule visiting attorney offices and conference rooms; provide admin support and resources (equipment, catering).
• Send welcome emails to visiting attorneys.
• Prepare conference rooms for meetings, arrange lunches, and greet clients; tidy after meetings.

Skills

Administrative support

Typing

Customer service

Communication

Confidentiality

Teamwork

Education

High School diploma or G.E.D.

Tools

Microsoft Office

Job description

We are seeking a Client Services Coordinator for our Palo Alto office. In this role, you will be a first point of contact for many of our clients and visitors as you provide a warm, professional welcome in our main reception/client services area. In addition to serving at the main reception desk, you will direct callers and inquiries to the appropriate department or individual at the Firm. Do you excel at providing excellent customer service? Do you enjoy working in a dynamic, fast-paced professional environment? If so, we would appreciate hearing from you. The work hours for this position are 8:30 a.m. to 5:00 p.m. Monday through Friday in our Palo Alto office.

In this role, you will:

• Answer phones and direct incoming callers; greet clients and visitors; provide concierge services to clients and Firm members.
• Promote and maintain the good will and reputation of the Firm by maintaining the highest level of professional conduct and confidentiality.
• Maintain a clean and uncluttered work area, ensuring that sensitive materials and valuable items are secure.
• Coordinate and reserve conference rooms; calendar accordingly.
• Maintain updated Wi-Fi passwords and post information in all conference rooms and visiting attorney offices.
• Keep supervisor informed of activities and of any significant issues.
• Schedule visiting attorney offices, conference rooms, and provide administrative services and resources to visiting attorneys (equipment, catering, etc.).
• Send welcome email for visiting attorneys to the office.
• Prepare conference rooms for meetings, arrange lunches and greet clients; clean-up after meetings in a timely manner.
• Inventory and order kitchen and other supplies from vendors.
• Provide on-site support for occasional marketing and client events, including room preparation, vendor coordination, basic A/V logistics, post-event breakdown, and other administrative tasks.
• Assist Records Manager with physical and electronic records, including updating records, file retrieval, and destruction.
• May perform other duties not listed above, including Department Administrative Assistant tasks as needed.

What we're looking for:

• High School diploma or G.E.D. equivalent.
• At least 1 year of administrative support or related experience.
• Accurate typing skills.
• Good oral and written communication skills.
• Ability to work effectively with all levels of personnel.
• Attention to detail and accuracy.
• Strong organizational skills.
• Strong customer/client service focus and skills.
• Ability to adhere to deadlines.
• Ability to maintain client and firm confidentiality.
• Ability to work independently and in a team environment.
• Working knowledge of Microsoft Office.
• Physical strength and agility to permit full performance of the duties of the position, including daily bending, operating office equipment, and moving up to approximately 30 pounds.
• Ability to work in office 100% for the work week (five days per work week).

Preferred:

• Previous law firm or other professional services experience.

About Dorsey:

Dorsey & Whitney is a global law firm with over 650 lawyers across 22 offices in the United States, Canada, Europe and Asia. We provide strategic legal counsel to companies worldwide across a diverse range of industries, including banking & financial institutions; development & infrastructure; energy & natural resources; food, beverage & agribusiness; healthcare & life sciences; and technology.

Dorsey offers opportunities for advancement within a collaborative and dynamic environment, with competitive pay and excellent benefits. Our benefits are available to business professionals working 17+ hours/week along with their dependents, including spouses and domestic partners regardless of gender. Dorsey's benefit package includes: comprehensive medical insurance with coverage for infertility, gender-affirming care, behavioral health, and access to virtual providers; dental insurance; vision insurance; 401(k) retirement savings plan with Firm contribution; basic and optional life insurance; short and long-term disability; paid time off; up to 8 weeks of paid parental leave with up to an additional 6-8 weeks of paid short-term disability for business professionals who give birth; paid holidays; paid volunteer day; discretionary bonuses (if bonus eligible); adoption assistance; healthcare, dependent care, and transportation pre-tax reimbursement accounts; back-up child and elder care program; education and college advising program; virtual tutoring; wellbeing programs and activities; mass transit program (certain offices); travel assistance program; 24/7 employee assistance program with access to five confidential visits with a licensed counselor at no cost. (Some benefits are subject to eligibility criteria.)

One of our greatest strengths is a friendly, cooperative culture that values and appreciates each individual. Dorsey has received external recognition for our welcoming workplace, including:

• Mansfield Certification Plus (Diversity Lab)
• Best Law Firms for Women (National Association of Female Executives and Flex-Time Lawyers)
• 100% rating on the Corporate Equality Index (Human Rights Campaign)
• Gold Standard Certification (Women in Law Empowerment Forum)
• Top 100 Adoption-Friendly Workplace (Dave Thomas Foundation for Adoption)

Reasonable Accommodations:

Dorsey is committed to providing disability and religious-based reasonable accommodations, as well as menopause, pregnancy or lactation-related reasonable accommodations. If you require a reasonable accommodation during the application and hiring process, or if you have questions about a workplace reasonable accommodation, please contact us at 612-492-5178.

Dorsey & Whitney LLP participates in E-Verify.

The pay range for this position in California only is $29.29 to $37.91 per hour.

Dorsey estimates it will accept applications through October 30, 2026.

Please note that Dorsey is not currently accepting search firm submissions in connection with this opening.

Office Location:

Palo Alto, CA