Law Firm Conference Room Coordinator Job at Beacon Hill (Miami)

Legal Receptionist

A San Francisco–based law firm is seeking a professional and client-focused Lega...

Location

United States , San Francisco

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

1–3+ years of experience as a receptionist or front desk professional, preferably within a law firm or professional services environment
Excellent communication and interpersonal skills with a strong client-service mindset
Professional demeanor with the ability to handle sensitive and confidential information
Strong organizational skills and attention to detail
Ability to manage multiple priorities in a fast-paced, on-site office setting
Proficiency with Microsoft Office (Outlook, Word, Excel) and standard office equipment
Reliable, punctual, and comfortable serving as the face of the firm

Job Responsibility

Greet and assist clients, visitors, and vendors in a professional and courteous manner
Answer and route incoming phone calls, take accurate messages, and manage voicemail systems
Maintain lobby, conference rooms, and reception areas to ensure a polished and organized office environment
Coordinate conference room scheduling and assist with meeting setup as needed
Receive, sort, and distribute mail and courier deliveries
Assist with basic administrative tasks such as data entry, filing, scanning, and document preparation
Support attorneys, paralegals, and legal assistants with ad hoc administrative requests
Monitor office supplies and coordinate restocking as needed
Ensure compliance with firm confidentiality and professionalism standards

What we offer

medical, vision, dental, and life and disability insurance
company 401(k) plan
free online training
competitive compensation

Fulltime

Recruiting Coordinator

Location

United States , Denver

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

At least 2 years of experience in recruiting coordination, attorney recruiting, or a related administrative role
Strong ability to manage complex calendars and organize high-volume scheduling activities with accuracy
Excellent written and verbal communication skills with a detail-focused and client-focused approach
Proven ability to work effectively under deadlines while balancing multiple competing priorities
High level of organization and close attention to detail in recordkeeping and follow-through
Experience in a law firm, legal setting, services firm, or other high-touch recruiting environment is preferred
Proficiency with applicant tracking systems, databases, and standard office technology
Familiarity with campus recruiting, calendar management, and schedule auditing is a plus

Job Responsibility

Coordinate all aspects of attorney and policy professional interview scheduling, including calendaring, conference room logistics, and candidate travel arrangements
Manage high-volume, fast-paced interview schedules
proactively resolve conflicts, cancellations, and last-minute changes
Facilitate communication with candidates and internal stakeholders to ensure a seamless interview process
Track and maintain interview schedules and feedback
ensure timely collection and accurate recordkeeping
Coordinate pre- and post-interview briefing calls for interview teams
Maintain and update candidate data within the firm’s applicant tracking system and internal databases
Support summer associate programming by scheduling events, coordinating logistics (space, IT, catering), and ensuring a high-quality experience

What we offer

Medical
Vision
Dental
Life and disability insurance
401(k) plan

Fulltime

Receptionist

Law Firm in Downtown Miami seeks a Receptionist to join their team. The Receptio...

Location

United States , Miami

Salary:

Not provided

Beacon Hill

Expiration Date

Until further notice

Requirements

High school diploma or equivalent required
Prior reception or administrative experience in a law firm or professional services environment
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Excellent communication skills, both written and verbal
Strong organizational and time management skills
Detail-oriented with the ability to manage multiple tasks simultaneously
Ability to maintain confidentiality and handle sensitive information
Professional demeanor and dependable work ethic
Regular in-office attendance

Job Responsibility

Greet clients, visitors, attorneys, and staff in a professional and welcoming manner
Manage incoming calls and direct them to the appropriate person or department
Maintain the reception area and ensure it is clean, organized, and presentable
Schedule and coordinate appointments, meetings, and conference room reservations
Manage conference room reservations in Rendezvous for the Miami office
Handle expense reimbursements, check requests, and invoice processing
manage office credit card expenses, obtain appropriate documentation, and submit to appropriate parties
Provide administrative and clerical support as needed
Collaborate across teams to ensure smooth office operations
Serve as backup for Office Services role as needed (e.g., prepare courier packages, distribute mail, manage hospitality functions such as meeting setup and refreshments, maintain shared areas and conference rooms)

Fulltime

Legal Executive Assistant

Beacon Hill Legal's client, a Midtown Manhattan law firm, is seeking a Temporary...

Location

United States , New York

Salary:

33.00 - 40.00 USD / Hour

Beacon Hill

Expiration Date

Until further notice

Requirements

Ability to commute to the office in Midtown Manhattan daily
2+ years of law firm experience is required
Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and familiarity with document management systems
Strong interpersonal skills and the ability to build rapport with attorneys and professional staff.

Job Responsibility

Maintain attorney calendars, contacts, and meeting logistics
Coordinate conference room scheduling and reservations for individual and group meetings
Greet clients and visitors
arrange meetings, including catering and audio/visual requirements, as needed
Arrange business travel, including itineraries and related logistics
Track monthly expenses
prepare expense reports and manage corporate card activity
Prepare and format legal correspondence and documents, including electronic filings, in accordance with firm style guidelines (including tables of contents, as applicable)
Prepare new client and matter intake materials, including engagement letters and related forms
Track attorney bar and court admissions, as well as continuing legal education (CLE) information

Fulltime

Legal Assistant

Beacon Hill is partnering with a confidential, well-regarded litigation firm in ...

Location

United States , San Francisco

Salary:

28.00 - 29.00 USD / Hour

Beacon Hill

Expiration Date

Until further notice

Requirements

Strong Microsoft Office skills, especially Word (formatting is key)
Reliable, responsive, and detail-oriented
Prior law firm experience is a plus (open to strong transferable experience)
Intellectual property exposure is a plus, not required

Job Responsibility

Provide day‑to‑day administrative, and office operations support to attorneys, including backup reception/front desk coverage, conference room and catering setup/cleanup, general office upkeep, and cross‑department support (no e‑filing
handled by paralegals)
Heavy document formatting in Microsoft Word, including TOAs, TOCs, styles, headings, and finalizing documents
Proofread and revise documents with strong attention to detail
Assist with scheduling and coordination, including occasional travel planning as needed
Keep matters organized and moving in a fast-paced environment

Fulltime

Corporate Legal Secretary

We are looking for a highly organized Corporate Legal Secretary to support senio...

Location

United States , San Mateo

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Experience in a legal secretary, corporate legal administrative, or executive support role within a law firm or corporate legal department
Strong background in calendar management, travel coordination, expense processing, and support for senior-level executives
Knowledge of legal document handling, court-related filings, service of process tracking, and general legal administrative procedures
Familiarity with real estate documentation, lease administration, or corporate property-related legal work is highly valued
Proficiency in preparing clear business correspondence, formatting legal materials, and maintaining organized electronic and physical records
Ability to manage confidential information with discretion while balancing multiple deadlines in a fast-paced environment
Comfortable working with invoicing workflows, vendor communication, and department coordination across legal, accounting, and HR teams

Job Responsibility

Support the Chief Administrative Officer with complex scheduling, travel planning, itinerary preparation, and coordination of meetings involving both internal partners and outside parties
Act as a central point of contact for legal leadership by managing communications, resolving scheduling conflicts, and prioritizing urgent matters with sound judgment
Prepare, revise, proof, and distribute correspondence, presentations, legal documents, transaction materials, and executive briefing packets
Oversee departmental administrative workflows, including expense submissions, check requests, purchase card reconciliations, and invoice routing through established approval procedures
Receive, track, and distribute legal notices, subpoenas, summons, complaints, hearing documents, and government correspondence related to properties and regulatory matters
Maintain matter records for claims and disputes, keeping legal tracking systems current through close coordination with attorneys and paralegals
Coordinate meetings, team gatherings, off-site events, and department functions by arranging logistics, venues, catering, conference rooms, and virtual meeting details
Manage incoming calls, daily mail, certified shipments, and document handling tasks such as scanning, copying, filing, and distribution across the Legal Department
Organize legal and real estate records, update department reference materials, maintain electronic and physical filing systems, and assemble closing binders and execution packages
Provide notary support for legal documents and assist with housing contract submissions, HR-related administrative projects, and other departmental assignments as needed

What we offer

medical, vision, dental, and life and disability insurance
enrollment in our company 401(k) plan

Office Services Supervisor

Location

United States , Santa Monica

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Minimum of 3 years of office services experience, preferably in a law firm environment
Proven ability to lead and inspire a team, with prior supervisory or team leadership experience
Strong organizational skills and the ability to manage multiple priorities in a deadline-driven setting
Proficiency in Office Suite applications, including Excel, PowerPoint, and Outlook
Flexibility to work extended hours as required by operational demands
Detail-oriented demeanor and appearance suitable for a law firm environment

Job Responsibility

Supervise and guide department staff, assigning tasks, monitoring workflow, and ensuring team accountability
Oversee scheduling, attendance, and performance management, including approving employee timesheets
Coordinate food and beverage arrangements for meetings, depositions, and firm events, ensuring all setups are refreshed and properly maintained
Maintain cleanliness and organization across all kitchen and conference room areas, including stocking supplies and operating dishwashers
Manage inventory levels for beverages, snacks, utensils, and other supplies, placing replenishment orders as needed
Perform opening and closing duties, ensuring all conference rooms and back-of-house areas are prepared for upcoming events
Provide relief coverage for reception and office services roles as needed, including full-day support during staff absences
Handle administrative tasks such as payroll processing, expense reporting, and maintaining records of office activities
Operate and manage reprographics equipment for high-volume copying and printing needs

What we offer

Medical
Vision
Dental
Life and disability insurance
401(k) plan

Fulltime

Manager, Special Events

Porzio, Bromberg & Newman, P.C. (Porzio), is a highly-respected, well-establishe...

Location

United States

Salary:

Not provided

Porzio, Bromberg & Newman, P.C.

Expiration Date

Until further notice

Requirements

Bachelor’s Degree, preferably in event management, communications, marketing or a similar field
Minimum five (5) years of event planning experience, preferably in a law firm or other professional services setting
Strong knowledge of and experience in integrated marketing plan development and execution
Solid project management skills
Excellent interpersonal and communication skills with a professional demeanor
Ability to lead initiatives and work with other staff members within the department and beyond as well as gain buy-in from attorneys
Ability to work under tight deadlines and manage multiple projects while prioritizing assignments and adapting quickly to change in a fast-paced, deadline-driven environment
Ability to handle and maintain confidential information
Ability to travel up to 25% of the year
Ability to work flexible hours, including after regular business hours and on weekends

Job Responsibility

Serve as project manager in the deployment of marketing and client-facing events hosted / sponsored by the Firm and ancillary business, such as teleconferences, webinars, seminars, and other events, including the development and production of marketing materials and on-site logistics
Manage and oversee a robust conference calendar to maximize benefits and practice area exposure
Serve as the liaison for hosted or third-party events, along with being the public face of the firm to external organization(s), securing all details, arranging for catering and audio-visual needs, and ensuring appropriate set-up and break-down
Lead client event execution, including the planning of event logistics, budgeting, on-site support, and materials management including the coordination of event deliverables such as email invitation campaign, PPT clean up, relevant printed / PDF handouts, web updates, social media, marketing, signage, continuing education forms and promotional items
Collaborate with internal support staff to ensure coordination of conference room scheduling and room setup services including audio-conferencing, and audio-visual equipment, drink and food setup
Conduct rehearsals as needed and event day production including monitoring and managing break out rooms and virtual waiting rooms, assist with features such as screen sharing, recording, Q&A, polling, muting, and technical troubleshooting
Host prep calls with the speakers to ensure their audio, video, background, Internet bandwidth, etc. meet specifications and advising them on how to optimize their presentation experience
Assess the results of events and provide recommendations for future modifications seeking to improve client experience and firm efficiency (labor, time, and costs)
Manage relationships with outside vendors and negotiate contracts with outside vendors and venues to ensure favorable terms for the firm
Monitor the standards of accreditation organizations (CLE, SHRM, HRCI, CPE, CFP, and CTFA, among others) to ensure that seminars and webinars are accredited accordingly, and information filed promptly

Fulltime

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Law Firm Conference Room Coordinator

Job Description

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