Portland, ME

Position Overview
The Coordinator serves as the first point of contact for clients, guests, and visitors—both in person and over the phone—and plays a key role in projecting the firm’s professional image. The Coordinator serves as a receptionist and welcoming face for the Portland, Maine office. This individual maintains a polished, organized front office environment and provides administrative and logistical support across departments as needed.

With a strong focus on client service, the Coordinator demonstrates a mindset of continuous improvement, takes initiative to streamline processes, and adapts easily to shifting priorities. This role is an active contributor to a smooth and tailored client experience with Bernstein Shur.

Core Responsibilities
Front Desk & Client Services
• Greets clients and visitors courteously and professionally.
• Directs guests and provides information about amenities and office procedures.
• Notifies attorneys or staff promptly when clients arrive.
• Maintains a clean, welcoming, and organized reception area.
• Represents the firm’s values through a consistently professional presence.
Telephone & Communication Management
• Answers and routes incoming calls using a multi-line phone system.
• Handles ring backs, paging requests, and voicemail messages.
• Updates main voicemail greetings and trains new staff on phone procedures.
• Ensures efficient, timely communication while keeping phone lines open and available.

Scheduling & Logistics
• Schedules and reserves conference rooms, coordinating any special needs such as A/V equipment or refreshments.
• Prepares and posts signage for conference room doors.
• Manages parking assignments, maintains records, and reviews monthly usage.
• Coordinates maintenance and service requests for reception and meeting spaces.
• Orders and organizes lunch deliveries for meetings and visitors.

Administrative & Operational Support
• Logs staff attendance and prepares the daily out list.
• Maintains records related to floral deliveries, couriers, food orders, and maintenance requests.
• Trains new staff on reception protocols, lunch procedures, and parking logistics.
• Identifies opportunities to improve workflow and supports efficient office operations.

Cross-Departmental Support
• Assists the Trust & Estates team with monthly billing tasks.
• Supports corporate paralegals with printing and distributing audit reports and audit letters.
• Collaborates with the marketing team on mailings, invitations, and label production.
• Prepares files for closure
• Designs and produces name tags for firm events.
• Assists legal assistants with overflow projects.
• Supports the HR team with administrative tasks, including typing, filing, and organizing.
• Assists with scheduling and coordination for new employees and potential candidates and assists with onboarding
• Participates in team-based initiatives and helps foster a collaborative workplace culture.

Qualifications & Skills
• 2–4 years of experience in a customer service role.
• Experience operating a multi-line phone system in a professional environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong communication skills, both verbal and written.
• Excellent attention to detail and organizational ability.
• Demonstrated ability to multitask and manage shifting priorities effectively.
• Maintains a polished, professional demeanor at all times.
• Shows initiative and a commitment to continuous learning and improvement.
• Adapts to changing demands and works well across teams and departments.
• Experience with document management systems (DMS) is preferred.

Professional Traits
• Delivers consistent, high-quality client service
• Brings a positive, can-do attitude to daily responsibilities
• Pursues growth and takes ownership of assigned tasks
• Maintains confidentiality and exercises discretion
• Contributes to a respectful, inclusive, and team-oriented culture

Workplace Environment
• Office Setting
• Computer based work
• Ability to lift, push, and pull up to 25 lbs
• Sit/stand for extended periods of time
• Teamwork and collaboration
• Reliable attendance in the office 5 days a week