Front of House Coordinator

Summary 

Under the general direction of the Office Managing Partner and Office Manager, the Front of House position is responsible for increasing attorney effectiveness by providing administrative support, information management, and by representing the attorneys to clients and others. 

This position is required to be in the office five days/week.  Remote work is not an option. 

Primary Functions 

• Receives incoming calls and direct callers to requested or appropriate party
  1. Prepare and submit expenses using Chrome River
• Schedules meetings for the New Haven office and other Withers Bergman offices through the global hospitality software and reserves conference rooms.
• Welcomes and receives guests and clients by greeting them in person or on the telephone.
• Assists visitors in scheduling offices and workspaces through the Condeco office/desk reservation program. 
• Coordinates food and beverage services for meetings and office events. This includes ordering food from vendors, receiving the food/beverages and coordinating daily meeting schedule for services with Office Services Assistant. 
• Works cooperatively with Office Services Assistant to ensure that meetings and events are set up and broken down in a timely and appropriate manner.  
• Advises Building Security of all expected visitors to ensure each individual is added to Building’s Security access list. 
• Requests special services and repairs from Building Manager/Engineer/Security
• Receives US Mail, overnight and hand deliveries. Logs in overnight and hand deliveries and gives all incoming items to Office Service personnel to distribute to recipients using the Digital Mailroom System. 

ADDITIONAL DUTIES:

• May be called upon to assist attorneys, paralegals and staff with the following:
  1. Printing and assembling documents for transmittal to clients, courts, county clerks, opposing parties and others via US Mail, Certified Mail or overnight courier (FedEx/UPS)
  2. Provide general in-office administrative support, working closely with Legal Secretaries and fee-earners
  3. Assist with client file opening, conflict checks, and other processes related to onboarding new clients and opening new matters
  4. Assist with the monthly billing process, including time entry, producing billing guides, transferring time, and creating pdf bill packs
  5. Prepare letters and enclosures

1. Photocopy, scan, and print documents 
2. Review and proofread documents
3. Scan/e-file documents and provide back-up assistance with digital mail 
4. Assist with maintaining e-files and hard copy filing
5. Provide Notary and witness services

SPECIFIC SKILLS REQUIRED:

• Professional demeanor; ability to represent the attorneys to clients and others.
• Solid command of the English language including excellent spelling, grammar, punctuation, form and style.  Ability to compose correspondence as needed.
• Strong communication skills: the ability to express self effectively, both orally and in writing.
• Interpersonal skills: the ability to establish effective working relationships with colleagues.
• Strong technical skills, including experience with Microsoft Word, Excel and Outlook.
• Ability to prioritize and multitask effectively.
• Ability to work both as a team as well as independently.

EXPERIENCE REQUIRED:

• 2+ years as an administrative professional is required, preferably in a law firm, though experience in other professional service industries (engineering firms, accounting firms, architectural firms, etc.) is also acceptable.

EDUCATIONAL REQUIREMENTS:

• Bachelor’s Degree preferred.

About Withersworldwide

Withersworldwide has been acting for successful individuals, families and institutions for over 100 years.

We advise clients on the full range of their business, personal and philanthropic legal needs, both at home and abroad.  With offices in the key financial centers of Europe, Asia-Pacific, the United States and the Caribbean, we provide coverage and services that other law firms focused on the needs of the individual cannot.  We have represented 46% of the Top 100 in The Sunday Times Rich List, 25% of the US Top 100 Forbes Rich List, 30% of the Top 20 Hong Kong billionaires in the Forbes World's Billionaires list and over 20% of the Forbes Asia's Richest Families list.

Equal Opportunities Employment Statement 

It is the policy of Withersworldwide to provide equal opportunities for all employees in relation to recruitment, training and promotion.  Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race (including color, nationality and ethnic and national origin), religion or belief, sex or sexual orientation.

The firm is committed to complying with all applicable provisions of the Americans with Disabilities Act (“ADA”) and state and local disability laws, as applicable. It is the policy of the firm not to discriminate against any qualified employee or applicant with respect to any terms or conditions of employment because of such individual’s disability or perceived disability.  Such terms or conditions of employment include application procedures, hiring, advancement, discharge, compensation, training, or other privileges of employment.  The firm will make a reasonable accommodation for employees or applicants with a qualifying disability unless providing such accommodation would impose undue hardship.