First Impressions Coordinator at Monroe Moxness Berg PA

Edina, Minnesota, United States -

Full Time

Start Date

Immediate

Expiry Date

14 Sep, 26

Salary

24.0

Posted On

16 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Client Service, Office Management, Multitasking, Microsoft Office Suite, Professional Communication, Data Entry, Confidentiality, Organization, Notary Public, Calendar Management, Vendor Coordination, Document Management

Industry

Law Practice

Description

Description FIRST IMPRESSIONS COORDINATOR Non-Exempt Position (Hourly) Schedule: 8:00 a.m. to 4:30 p.m., M-F Reports to: Human Resources Manager The First Impressions Coordinator is a polished, professional, and proactive person, who is to be the face and voice of our law firm. This role is critical in creating a welcoming and efficient environment for clients, visitors, and staff. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple responsibilities with discretion, confidence, and poise. The Key Responsibilities Client & Visitor Experience: Serve as the first point of contact for clients and visitors, both in person and over the phone. Answer and direct incoming calls with professionalism and courtesy. Greet and assist clients and guests, ensuring a positive and professional first impression. Make coffee every morning, and during the day as needed. Maintain cleanliness of conference rooms. This includes removing drinking cups, mugs, food utensils, etc., wiping down counters and tables; replenishing beverage supplies; and re-arranging furniture. Keep the soda/water mini-refrigerators full. Office & Conference Room Management: Maintain cleanliness and organization of conference rooms and common areas. Monitor and replenish office and kitchen supplies as needed. Coordinate with vendors for office maintenance and supply orders. Set up and Book on Firm Calendar conference rooms for clients, guests and employee meetings. This includes furniture arrangement as well as food and beverage set up. Help stock supplies in Galley and Front Office (coffee, water, paper towels, etc.) Clean the Galley, including loading and unloading the dishwashers & start dishwasher at end of the day. Sign for packages and deliver, or email notification to Legal Administrative Assistants. Submit work orders to property management company software/platform. Administrative Support: Provide daily support for Back-Office assistant for lunches and breaks. Provide longer term (e.g., vacations) back up support for Back-Office assistant – including incoming/outgoing mail, courier services & other tasks as required. Assist Attorneys with Clients. Run conflict checks with opening New Client Matter Forms – make new red ropes and file folders – create labels. General data entry in firm’s legal practice management software (update client addresses, matter name changes). Scan/Upload New Client Matters into document management software. Send client contact letters and create binders for the Estate Planning practice group. Scanning projects for Legal Administrative Assistants, as requested. Coordinate the courier service as needed. Maintain Firm Calendar – update work status for all firm employees. Manage Massage Appointments. Notarize client documents and witness signatures. Support the leadership team with special projects, as requested. Supervisory Responsibilities: None Required Skills/Abilities: Advanced client service skills and ability to deal with others with patience and compassion. Ability to read and comprehend simple instructions, correspondence, and memos. Strong work ethic and reliability is a must. Ability to work in a fast-paced environment managing multiple priorities and conflicting requests. Ability and affinity for adapting to various personalities and work styles and the ability to successfully produce in that environment. Ability to adhere to strict confidentiality policies and maintain professionalism at all times. Ability to work a minimum of 37.5 hours per week and to work overtime on occasion to meet responsibilities and deadlines, with ability to change start and end times throughout the year. Ability to lift up to 25 lbs. Ability to move and re-arrange furniture as described above. Ability to be on feet for extended periods of time. Ability to handle confidential information with discretion. Ability to make independent sound judgment when the situation calls for it. Qualifications: Associate or bachelor’s degree preferred; high school diploma required. Prior experience in a professional office environment, preferably in a law firm or similar setting. Excellent verbal and written communication skills. Strong organizational and multitasking abilities. Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Familiarity with conference room equipment (screens, conference phone, and similar). Key Attributes: Friendly, approachable, and professional demeanor. Strong attention to detail and commitment to accuracy. Ability to work independently and as part of a team. Flexible and adaptable to changing priorities. Salary Range: $22.00 to $24.00 per hour Note: Final compensation will be determined based on the candidate’s experience, skills, and qualifications. Benefits: Medical, Dental and Vision insurance. Disability insurance to include short-term, long-term, and Paid Family Medical Leave (PFML). 401(k) with profit sharing employer contribution. On-site work out facility & restaurant. Massage therapy. Free parking. On bus transit lines. Near shopping, dining, and major highways for easy commuting.

Responsibilities

Acts as the primary point of contact for clients and visitors while managing the cleanliness and organization of office common areas and conference rooms. Provides administrative support to attorneys and back-office staff, including data entry, conflict checks, and document scanning.