Office Assistant/Receptionist

Cozen O'Connor Corporation•Pittsburgh, PA

10d

About The Position

Description Key Responsibilities Reception & Front‑of‑House Operations Warmly greet and assist all visitors, clients, vendors, attorneys and staff. Answer, screen, and route incoming calls; take accurate messages when needed. Maintain a polished and organized reception area. Serve as the primary point of contact for building personnel regarding guests, building access, maintenance, and safety protocols. Conference Room & Meeting Support Manage conference room calendars and reservations to ensure zero conflicts. Perform room checks to maintain cleanliness, readiness, and working technology. Set up videoconferences, conduct sound checks, and coordinate AV needs. Ensure smooth transitions between back‑to‑back meetings and events. Catering, Events & Hospitality Serve as the primary coordinator for all catering requests. Plan and execute office events including breakfasts, lunches, trainings, meetings, and staff gatherings. Maintain kitchens, café areas, beverage stations, and hospitality supplies. Track catering and event‑related expenses and follow firm entertainment policies. Office Administration & Operations Support Manage office supply inventory and process orders as needed. Troubleshoot basic office equipment (copiers, printers, scanning, AV issues). Assist with file maintenance, including scanning, labeling, indexing, and off‑site storage preparation. Help coordinate outgoing mail, FedEx shipments, and internal mail distribution. Process vendor invoices in Chrome River. Support attorneys with administrative tasks such as time entry, Chrome River expense submissions, printing, binder prep, and document handling. Help prepare basic correspondence (letters, cover sheets, labels, etc.). Assist with workstation setup and general office logistics for new hires or reconfigurations. Vendor, Facilities & Building Support Liaise with building management on maintenance, repairs, HVAC requests, and safety protocols. Maintain relationships with catering, supply, and service vendors. Assist with special projects, office improvements, and operational initiatives.

Requirements

2–4 years of experience in reception, office coordination, event planning, or hospitality.
Strong interpersonal and communication skills with a polished, professional demeanor.
Excellent multi‑tasking ability with strong attention to detail.
Proficiency with Outlook, Teams, Word, Excel, and firm systems such as iManage, Intapp, and Chrome River (or ability to learn quickly).
Strong organizational and time‑management skills; ability to prioritize and pivot.
Comfortable setting up meeting spaces, light lifting (catering items, supplies), and handling fast‑paced environments.
High school diploma required

Nice To Haves

college degree preferred.

Responsibilities

Warmly greet and assist all visitors, clients, vendors, attorneys and staff.
Answer, screen, and route incoming calls; take accurate messages when needed.
Maintain a polished and organized reception area.
Serve as the primary point of contact for building personnel regarding guests, building access, maintenance, and safety protocols.
Manage conference room calendars and reservations to ensure zero conflicts.
Perform room checks to maintain cleanliness, readiness, and working technology.
Set up videoconferences, conduct sound checks, and coordinate AV needs.
Ensure smooth transitions between back‑to‑back meetings and events.
Serve as the primary coordinator for all catering requests.
Plan and execute office events including breakfasts, lunches, trainings, meetings, and staff gatherings.
Maintain kitchens, café areas, beverage stations, and hospitality supplies.
Track catering and event‑related expenses and follow firm entertainment policies.
Manage office supply inventory and process orders as needed.
Troubleshoot basic office equipment (copiers, printers, scanning, AV issues).
Assist with file maintenance, including scanning, labeling, indexing, and off-site storage preparation.
Help coordinate outgoing mail, FedEx shipments, and internal mail distribution.
Process vendor invoices in Chrome River.
Support attorneys with administrative tasks such as time entry, Chrome River expense submissions, printing, binder prep, and document handling.
Help prepare basic correspondence (letters, cover sheets, labels, etc.).
Assist with workstation setup and general office logistics for new hires or reconfigurations.
Liaise with building management on maintenance, repairs, HVAC requests, and safety protocols.
Maintain relationships with catering, supply, and service vendors.
Assist with special projects, office improvements, and operational initiatives.