Dorsey & Whitney is an AmLaw 100 international law firm with more than 575 lawyers in 21 offices throughout the United States, Canada, Europe and Asia. We are a premier legal counselor to companies worldwide in a wide range of industries, including banking & financial institutions; development & infrastructure; energy & natural resources; food, beverage & agribusiness; healthcare & life sciences; and technology.

We are seeking a Client Services Coordinator/Department Administrative Assistant for our Hong Kong office. In this role, you will be a first point of contact for many of our clients and visitors as you provide a warm, professional welcome in our main reception/client services area. In addition to serving at the main reception desk, you will direct callers and inquiries to the appropriate department or individual at the Firm.

In this role, you will:

• Answer and direct incoming calls, greet clients, and provide concierge services to clients and Firm members.
• Promote and maintain the good will and reputation of the Firm by maintaining the highest level of professional conduct and confidentiality.
• Schedule visiting attorney offices and provide administrative services to visiting attorneys. Send visiting attorney schedule to the office.
• Maintain a clean and uncluttered work area, ensuring sensitive or client information is protected.
• Provide additional administrative support to legal assistants, attorneys, marketing, and administration, including typing, proofing, preparing mailings, nametags, and expense reimbursements. May also include assisting with closing books, travel arrangements and other administrative duties.
• Coordinate and reserve conference rooms, calendar accordingly. Monitor conference room scheduling system for appropriate set-ups in conference rooms. Consult with the marketing team or attorneys to determine room configuration and assess needs.
• Prepare conference room for meetings, arrange lunches, and greet clients.
• Save e-mail to the document management system.
• Responsible for the receipt of all incoming mail, courier, materials to the office, including freight, messenger and furniture deliveries.
• Coordinate outside copy services when the department cannot absorb the work and produce it by the deadline. Arrange for best pricing and quality of service, delivery and pick-up. Supervise and approve all stationery/supplies inventory (letterhead, envelopes, billing paper, etc.) and order from Minneapolis Supply Department or, if approved, local vendors.
• Maintain an organized database/inventory of the office library.
• Assist with time entry and review.
• Assist with various database projects, including uploading documents and adding key dates in appropriate databases.
• Process vendor invoices.
• Scan and photocopy documents; create/edit PDF’s.
• Assist with large mailings, prepare outgoing mail; prepare FedEx labels.
• Prepare cover letters or correspondence.
• Perform outside work when needed.
• May perform other duties as requested.

What we’re looking for:

• High School diploma or G.E.D. equivalent.
• At least 1 year of administrative or related experience.
• Accurate typing skills.
• Good oral and written communication skills.
• Ability to work effectively with all levels of personnel.
• Attention to detail and accuracy.
• Strong organizational skills.

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