Receptionist Office Coordinator

Womble Bond Dickinson (US) LLP seeks a full-time Receptionist/Office Coordinator to join our Nashville 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. This position does require a vehicle to perform daily mail drop-offs at the post office.

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.