Receptionist/Office Services and Hospitality Coordinator

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 hybrid Office Services, Hospitality and Receptionist role in the Houston office.

CORE RESPONSIBILITIES

• Adhere to Firm processes and policies as directed by Administrator, Supervisors, Managers and documented Standard Operating Procedures
• Coordinate delivery of USPS mail to and from post office
• Receive, record and distribute parcels, using appropriate equipment
• Distribute U.S. mail, newspapers/periodicals, sort inter-office and intra-office mail for delivery
• Meter outgoing U.S. Mail, including certified mailers and parcels
• Prepare Federal Express/UPS, including inter-office, packages and coordinate delivery with appropriate vendor
• Prepare and handle local deliveries, maintaining pick-up locations for regular couriers and court runners
• Estimate time and resources required for each project and prioritize by importance, coordinate appropriately
• Perform copy functions (color and black/white), coordinate with outside copy vendors as necessary and appropriate
• Produce large document print and scanning jobs and oversize/wide format copy as required
• Provide assistance and information to casual users regarding walk-up copier function
• Provide first touch response, troubleshoot and repair equipment problems, including copiers, printers and minor machine repairs that may arise
• Route incoming faxes
• Maintain appropriate levels of office supplies in centralized locations throughout the office (printers, copiers, stock/supply rooms)
• Set up Visiting Attorney offices with supplies and cleanup as needed
• Inventory and inspect AED’s monthly
• Proficient in Microsoft programs Word, Excel, PowerPoint & Outlook, and other firm systems as needed
• Review Meeting Room Manager and / or other technology used every 30 minutes (at minimum) to ensure conference rooms are set up appropriately
• Handle beverage service for clients, guests and department meetings, including set-up, regular refreshing of hospitality items, and clean-up
• Place orders for food for internal meetings, including department/practice group meetings
• Provide support to marketing for firm/marketing sponsored functions, including special after-hours events (i.e. set up, clean up, caterer coordination/access, etc.)
• Maintain neat and organized conference rooms, reception areas, visiting attorney offices, kitchens, restrooms and other common areas as designated
• Maintain proper supplies in kitchens, galleys, coffee areas, conference rooms and lobbies where appropriate
• Serve as the Receptionist and meet and greet clients, attorneys and guests
• Answer phones; take messages and transfer calls
• Schedule conference rooms/meeting coordination
• Provide assistance to other Legal Administrative Assistance and administrative departments upon request by the Office Administrator, as time permits
• Assist with phone coverage when office closes early and for special events
• Attend staff and other administrative related meetings as requested

REQUIREMENTS:

• Candidates must be outgoing, courteous, professional, and dependable.  Must also have excellent people and communication skills.
• 2 + years of experience working in office services, hospitality and reception experience. Law firm experience preferred. 

#LI-Onsite 

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.