Job Description

Womble Bond Dickinson (US) LLP seeks a full-time Receptionist/Office Coordinator to join our Baltimore 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.

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.