Receptionist/Office Coordinator

Polsinelli; New York (NY); On-site; USD 70,000 - 90,000; Full time

Job summary

Polsinelli PC seeks a full-time Office Coordinator/Receptionist for our New York office. This role demands excellence in client service, front-desk management, and cross‑functional support to attorneys and staff.

You will coordinate day-to-day office operations, onboarding/offboarding of personnel, and collaborate with multiple teams to ensure a polished client experience. The position offers the opportunity to grow within a dynamic legal environment, with budgeted annual compensation in the

Qualifications

• Prompt and reliable attendance.
• Professional demeanor at all times.
• Excellent communication skills in person and on the phone.

Responsibilities

• Be the face of Polsinelli’s New York office and set the tone for visitors.
• Support office operations with the Office Administrator and Regional Office Administrator.
• Greet visitors, manage front desk, answer and direct calls, and assist with inquiries.
• Coordinate conference rooms, catering, and room setup; liaise with facilities and IT.

Skills

Communication skills

Attention to detail

Customer service

Teamwork

Education

Some college or better.

Tools

Microsoft Outlook

Microsoft Word

Job description

At Polsinelli, What a Law Firm Should Be, is not just our tagline, it is what we live every day. We strive to create an environment where our team members are encouraged to bring their creativity and professional passions into the workplace so that they can thrive. Are you a people person who has a keen eye for detail, thrives in a professional environment and wants to be part of a dynamic team? We have the perfect role for an engaging professional like you!

Polsinelli PC immediately seeks a candidate to fill a full‑time position as an Office Coordinator/Receptionist in our New York office. This role is for the professional who may be starting their professional career and wants to place their own mark on the legal industry in New York. You will be responsible for elevating the in‑office experience through excellent client service and responsiveness and support attorneys and staff by handling the day‑to‑day duties of running an office.

CORE RESPONSIBILITIES – OFFICE COORDINATOR/RECEPTIONIST

• Become the “face” of Polsinelli’s New York office. Your presence, demeanor and approach to visitors and office residents will set the tone for their Polsinelli experience.
• Partner with Officer Managing Partner and Regional Office Administrator to manage overall operations of the New York office.
• Parter with building management regarding facilities management.
• Review and approve timesheets; and assist Regional Office Administrator with day‑to‑day staff support and support of general office operations.
• Greet and assist all visitors, and office residents, ensuring exceptional client service experience while managing the front desk.
• Answer, screen, and direct all incoming calls; take messages and assist with internal and external inquiries.
• Assist visitors with requests, including light legal administrative support.
• Coordinate and schedule conference rooms and order catering for meetings.
• Proactively review Meeting Room Manager and/or other technology to ensure conference rooms are set up appropriately. Coordinate closely with other office support, including but not limited to, hospitality and the Office Administrator, to ensure no detail will be missed.
• Work with couriers to receive and forward deliveries.
• Have an ownership mindset on the appearance of the office and the experience for anyone who comes to the office.
• Support Legal Administrative Assistants or other administrative departments if needed, as time permits.
• Perform key tasks related to on‑boarding and off‑boarding of attorneys and staff.
• Serve as a point of contact between legal and administrative personnel in multiple offices.
• Serve as on‑site backup for day‑to‑day matters in the absence of the Office Administrator.
• Serve as a Polsinelli PROUD committee member or team captain.
• Assist Hospitality Coordinator and Office Services Coordinator, including providing back‑up coverage, as needed.
• Partner with Office Administrator, Marketing, and other staff involved with the planning, set up, and execution of office events, including vendor and catering communication, AV set‑up, and all other tasks required of the event.

Budget for this role is $70,000 - $90,000

REQUIREMENTS

• Prompt and reliable attendance.
• Must dress in a professional manner and always maintain a professional demeanor.
• Excellent communication skills in person and on the phone.
• Positive, energetic attitude.
• Must be able to work in a multi‑tasked environment.
• Problem‑solving mindset with ability to work under pressure.
• Proficiency in Microsoft Outlook and Word.
• Keep matters relating to client names, client matters, firm operations, or finances completely confidential.

Polsinelli PC is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to gender identity and expression, race, color, religion, sex, national origin, sexual orientation, age, disability, ancestry, marital status, military or veteran status, or any other characteristic protected by law.

Travel Required

No.

Qualifications

Behaviors

Preferred

Loyal : Shows firm and constant support to a cause

Detail Oriented : Capable of carrying out a given task with all details necessary to get the task done well

Team Player : Works well as a member of a group

Enthusiastic : Shows intense and eager enjoyment and interest

Dedicated : Devoted to a task or purpose with loyalty or integrity

Motivations

Preferred

Growth Opportunities : Inspired to perform well by the chance to take on more responsibility

Goal Completion : Inspired to perform well by the completion of tasks

Flexibility : Inspired to perform well when granted the ability to set your own schedule and goals

Ability to Make an Impact : Inspired to perform well by the ability to contribute to the success of a project or the organization

Self‑Starter : Inspired to perform without outside help

Education

Required

Some college or better.

Experience

Preferred

2-3 years Receptionist, Legal Admin

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.