Reception & Conference Services Coordinator

Davis Polk & Wardwell LLP; Washington (District of Columbia); On-site; USD 70,000 - 80,000; Full time

Job summary

Davis Polk & Wardwell LLP in Washington, DC seeks a Coordinator, Reception/Conference Services to be an ambassador of the Firm and manage front-of-house operations and conference room activity with discretion and professionalism.

The role focuses on delivering exceptional hospitality, coordinating guest arrivals, bookings, catering, and technology needs, while liaising with attorneys and business services for seamless meetings. A strong client-service mindset is essential.

Qualifications

• 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.

Responsibilities

• 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 and visitor office 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.

Skills

Client service

Hospitality mindset

Professional presence

Communication skills

Organization

Discretion

Attention to detail

Team collaboration

MS Office

Conference room systems

Education

High school diploma

College experience

Tools

Microsoft Office

Conference Room Booking systems

Job description

Davis Polk & Wardwell LLP in Washington, DC seeks a Coordinator, Reception/Conference Services to be an ambassador of the Firm and manage front-of-house operations and conference room activity with discretion and professionalism.

The role focuses on delivering exceptional hospitality, coordinating guest arrivals, bookings, catering, and technology needs, while liaising with attorneys and business services for seamless meetings. A strong client-service mindset is essential.