Receptionist Office Coordinator

Womble Bond Dickinson (US) LLP; Nashville (TN); Presencial; USD 36.000 - 48.000; Jornada completa

Descripción de la vacante

Womble Bond Dickinson (US) LLP in Nashville is seeking a full-time Receptionist/Office Coordinator to join our team. This role blends front desk hospitality, records coordination, and general administrative support to keep our office running smoothly.

The ideal candidate will be proactive, organized, and focused on delivering excellent client service, with in-office attendance and the ability to handle mail, scheduling, meetings, and office errands, including occasional overtime for events.

Formación

• Strong customer service mindset with client-focused approach.
• Experience supporting busy office environments.
• Ability to manage multiple tasks with high attention to detail.
• Proactive, self-starter who works well independently and with a team.
• Proficiency in standard office software (Word, Outlook).

Responsabilidades

• Greet clients and guests and maintain a professional front desk experience.
• Direct visitors to conference rooms and manage meeting flow.
• Coordinate internal and client meetings, including scheduling and room setup.
• Order catering and arrange room setups for events.
• Process mail, copies, scanning, filing, and records management.
• Maintain office supplies and vendor relationships; ensure cafe areas are tidy.
• Reconcile expenses and assist with administrative tasks as needed.

Conocimientos

Customer service

Organizational skills

Communication skills

Multitasking

Problem-solving

Team collaboration

Educación

Associate's degree

Herramientas

Word

Outlook

Eptura Engage

Chrome River

FileTrail

Descripción del empleo

Womble Bond Dickinson (US) LLP seeks a full-time Receptionist/Office Coordinator to join our Nashville office. This multi-faceted position integrates front desk hospitality with office services, records coordination, and administrative support responsibilities. This position requires daily in-office attendance, and reports to the Director of Administration. The ideal candidate is proactive, organized, and committed to delivering exceptional client service while ensuring smooth day-to-day office operations. This position does require a vehicle to perform daily mail drop-offs at the post office.

Responsibilities

Client & Visitor Experience

• Provide a welcoming, professional atmosphere for clients and guests.
• Direct visitors to conference rooms and ensure a concierge-level experience.

Meeting & Event Support

• Plan, prepare, and support internal and client meetings in consultation with attorneys and staff.
• Utilize Eptura Engage, meeting room management software, for scheduling and room management.
• Coordinate and place catering orders, and set up conference rooms for breakfast, lunch, and special events.
• Flexibility to occasionally work overtime as needed to support early morning or evening events.

Office Services & Records Support

• Process daily incoming/outgoing mail, overnight packages, and courier services.
• Assist staff and attorneys on various copying, scanning, filing, and creating binders for meetings and legal proceedings.
• Process file intakes, transfers, archiving, and destruction projects accurately and efficiently using FileTrail software.

Facilities & Housekeeping

• Maintain relationships with vendors, building management and building security to ensure smooth office operations.
• Perform daily housekeeping of café, agile offices, conference rooms, and reception area.
• Load/unload dishwasher, clean refrigerators weekly, and maintain coffee machines and other café appliances.
• Order and stock pantry, café supplies (beverages, paper products, etc.) and office supplies.

Administrative & Financial

• Prepare daily office email and maintain office related documents.
• Prepare offices for new personnel.
• Reconcile office credit card statements and process invoices in Chrome River.
• Other administrative duties as assigned.

Requirements

• Energetic, friendly, and highly organized with strong attention to detail.
• Self-starter who takes initiative and works independently while collaborating effectively with the team.
• Strong communication and problem-solving skills with a client service mindset.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proficiency in Word, Outlook, and comfort with scheduling tools (Eptura Engage experience a plus).
• Minimum of an Associate's degree or three years of hospitality, office services, or customer service experience preferred.
• Punctuality and reliable attendance are essential.