Reception / Conference Room Coordinator

Davis Polk & Wardwell LLP; New York (NY); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Competitive benefits package

Job summary

Davis Polk & Wardwell LLP is a premier global law firm seeking a Coordinator - Reception/Conference Services to deliver exceptional front-of-house service and coordinate reception and conference room activities in New York.

The role emphasizes discretion, poise, and strong organizational skills to maintain a best-in-class hospitality experience aligned with the firm’s standards.

Qualifications

• Exceptional client service and hospitality-driven approach.
• Professional demeanor suitable for a premier firm.
• Excellent communication, both written and verbal.
• Strong organizational skills with multi-tasking ability.
• Discretion with confidential information.

Responsibilities

• Welcome clients and guests with professionalism and discretion.
• Serve as first point of contact for guests and assist as needed.
• Notify attorneys and staff of guest arrivals and direct visitors appropriately.
• Coordinate conference room reservations and scheduling logistics.
• Coordinate room setup, catering, technology, and teleconference arrangements.
• Answer main telephone line professionally and route inquiries.

Skills

Client service

Hospitality mindset

Professional presence

Verbal and written communication

Organizational skills

Discretion

Multitasking

Microsoft Office

Conference room booking

Education

High School diploma

College experience

Tools

Microsoft Office

Conference Room Booking systems

Job description

• 10:00 am - 6:00 pm
• 8:00 am - 4:00 pm

Davis Polk & Wardwell LLP (including its associated entities) is an elite global law firm with world-class practices across the board. Clients know they can rely on Davis Polk for their most challenging legal and business matters. From offices in the world's key financial centers and political capitals, our more than 1,000 lawyers collaborate seamlessly to deliver exceptional service, sophisticated advice and creative, practical solutions. Visit davispolk.com.

Position Summary

The Coordinator - Reception/Conference Services serves as a key ambassador of the Firm and is responsible for creating an exceptional first impression for clients, visitors, and business partners. This individual plays a central role in maintaining a highly professional, discreet, and service-oriented front-of-house environment while ensuring the seamless coordination of reception operations and conference room activity. The ideal candidate brings sound judgment, poise, attention to detail, and a commitment to delivering a best-in-class hospitality experience consistent with the standards of a premier law firm.

Available Work Shifts

• 10:00 am - 6:00 pm
• 8:00 am - 4:00 pm
• 12:30 pm - 8:30 pm

Essential Duties And Responsibilities

Typical responsibilities include, but are not limited to, the following:

• Welcome clients, visitors and other guests with professionalism and discretion, ensuring a polished and attentive arrival experience.
• Serve as first point of contact for guests and provide assistance as needed ensuring a high level of service
• Notify attorneys and business services personnel of guest arrivals and escort or direct visitors to the appropriate office or conference room.
• Monitor guest wait times and proactively communicate with internal contacts to ensure visitors are received promptly.
• Maintain the appearance, order, and readiness of the reception area and conference room spaces to reflect the Firm's professional standards at all times.
• Coordinate conference room reservations, confirmations, and scheduling logistics with accuracy and attention to detail.
• Obtain required approvals for meetings that are personal, non-firm related, or otherwise outside-standard Firm-sponsored activity.
• Liaise with internal service departments to coordinate room setup, catering, technology, teleconference arrangements, and other meeting support needs.
• Answer calls to the Firm's main telephone line in a polished and professional manner and route inquiries appropriately.
• Partner with Security regarding visitor access matters and promptly report any unauthorized or suspicious individuals.
• Assist with special projects as directed

Qualifications/Position Requirements

• Exceptional client service skills and a hospitality-driven mindset.
• Professional presence, sound judgment, and interpersonal sophistication appropriate for a premier law firm environment.
• Excellent verbal and written communication skills, with a polished and courteous manner.
• Strong organizational skills and the ability to manage multiple priorities with efficiency and composure.
• High level of discretion and the ability to handle confidential Firm and client information with sensitivity.
• Strong attention to detail and commitment to accuracy in scheduling, communications, and presentation.
• Ability to work collaboratively and effectively with attorneys, senior management, business services professionals, clients, and visitors.
• Dependable, punctual, and flexible with respect to scheduling and operational needs.
• Proficient in Microsoft Office, including Word, Excel, and Outlook, and comfortable using a variety of technology
• Proficient in Conference Room Booking systems

Education And/or Experience

• High School diploma or equivalent required
• College experience is a plus
• One or more years of experience in reception, conference services, hospitality or other high-touch client-facing professional environment preferred
• Prior experience in a law firm, financial services, corporate headquarters, or other professional services setting is strongly preferred.

Compensation

The expected base salary for this position ranges from $60,000 - $75,000. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, anticipated assignment, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered. Davis Polk offers a competitive salary and comprehensive benefits package.