Receptionist and Catering Coordinator

Job Description Summary:

Fenwick is seeking an experienced team player to join the DC office. This is an integral role for our office and will serve as a “brand ambassador” for Fenwick by creating and delivering exceptional customer service and a memorable/lasting experience to the firm’s internal and external clients. This is a highly visible role will be the “face of the office.” The Reception & Office Services Coordinator will aim to provide the highest level of customer service and positive experience for those who enter our office space. The individual must thrive and take pride in a front-facing service role. This position will support the front desk, conference center, facilities, and provide additional assistance to support the office as needed.

This role is onsite and requires 5 days in our DC Office. The hours are 9 am – 6 pm.

Job Description:

Reception & Catering

• Answer and screen all internal and external telephone calls in a courteous and professional manner, directing inquiries to the appropriate individual.
• Welcome and greet guests or clients promptly, notifying attorneys or staff of their arrival without delay.
• Provide comprehensive support for all visitors, facilitating their arrival and departure by utilizing appropriate technology and ensuring accurate communication of necessary information.
• Notify building security in advance with a complete guest list and supply precise instructions regarding visitor direction and access.
• Schedule conference rooms for both client-facing and internal meetings, as well as for special events, ensuring all logistical needs are met.
• Manage catering orders for all meetings, including placing orders with vendors, informing building management of deliveries, greeting caterers, and overseeing catering setup and breakdown.
• Coordinate with the IT Department to confirm that audio/visual and other technological requirements for meetings are arranged and functioning as needed.
• Oversee bookings of visitor offices for attorneys and staff from other Fenwick locations, ensuring smooth transitions and workspace readiness.
• Actively participate in the firm’s emergency response plan, serving as an on-site first responder in collaboration with the Office Administrator.
• Ensure the cleanliness and organization of the kitchen, conference rooms, and visitor offices, maintaining fully stocked supplies in all areas.

Facilities

• Inform property management of all vendors visiting and ensure their COIs are current.
• Oversee office and kitchen supply inventory; manage purchasing and restocking.
• Manage copying, scanning, binder creation, and general clerical tasks (correspondence, presentations, reports, spreadsheets).
• Maintain office events calendar and prepare newsletters and invitations.
• Process invoices, expenses, and credit card reconciliations.
• Prepare and update office manuals, project lists, and other procedural documentation.
• Respond to and act on all facilities-related requests; submit maintenance requests to property management.

• Oversee key card access for visitors and staff, coordinating with offices to activate or deactivate cards efficiently across the firm.
• Manage all incoming and outgoing mail, FedEx, UPS, courier deliveries, and other delivery services.

• Support team members and perform additional duties as assigned.

Desired Skills and Qualifications

• Experience with MS Office Suite
• Experience using EMS or comparable conference room scheduling software
• Experience using Maptician or comparable office seating reservation software
• Experience working with catering vendors directly to place food orders as appropriate for various meetings/events
• Experience using Seamless Web/Grub Hub for last minute orders
• Understanding and applying appropriate billing codes for each food order
• High level of attention to detail and organizational skills
• The ability to thrive in a fast-paced, deadline-driven environment
• The ability to multi-task in a calm and professional demeanor while under pressure
• Exceptional customer service skills to internal and external clients
• The ability to communicate effectively and tactfully
• Comfortable following instructions and procedures from a diverse group of clients, attorneys, professional staff, and vendors
• Dem