Client Events & Meetings Coordination

1.Work closely with the Office Services Manager and Conference Center Specialists to ensure client events/meetings are effectively planned and executed in accordance with Firm standards.

2. Provide in-person, on-site support as needed for meetings and events, including weekends and evenings when necessary. Organize Town Hall meetings and ensure that all details are communicated to those departments involved (e.g. IT, Facilities, Conference Room Attendants, Catering etc) in accordance with client requests.

3. Check on meeting rooms prior to the start of the meeting to ensure food and beverage services are up to standard and that all special requests and instructions were followed prior to the start of the meeting. For all large meetings and events, being the main point person available by the conference room to address any last-minute issues, when appropriate.

4. Maintain complete, organized, and accessible records of all external and internal events. Track details using Accruent software. Develop floorplans for Town Hall events based on client needs. Send Conference Center reports to departments (e.g. upcoming events sheet, hoteling & visitor office reports, Town Hall flip sheet report etc).

5. Participate in weekly snapshot meetings to discuss the following weeks’ meetings and events. Prepare updates and questions to discuss.

Backup for Conference Center Specialists

1. Serve as the primary backup when a Conference Specialist is out on PTO, or away from the desk, to ensure coverage is provided during business hours and that there are always two people at Reception to greet clients.

2. When covering Reception: answer phones, book visiting offices, book hoteling rooms, respond to general inquiries, problem solve conference room issues, confirm meetings through Accruent software etc. In short, learning all aspects of the Conference Center and having the full knowledge of a Conference Center Specialist to ensure the team is fully supported.

Conference Center Greeting

1. Ensure all visitors and personnel receive a welcoming, professional greeting in the Conference Center. Maintain highest standards of professionalism including grooming and communication.

2. Resourcefully connect visitors with contact personnel; locate data and information as needed and recommend appropriate solutions to ensure minimum wait time.

3. Apply thorough knowledge of Firm business and personnel, including ability to recognize and greet by name San Francisco Office partners, management, and partners in management firmwide. Apply broad knowledge of San Francisco Office personnel and partners firmwide.

4. Act as primary point of contact for office guests and visiting personnel. Act at the main point person to organize and execute all Town Hall events from start to finish; including being the primary onsite person on event day to liaise with the client organizer. Develop positive relationships with internal and external clients and vendors, ensuring client service and satisfaction are attained in all areas of the position. Work with all levels of personnel on client events as well as office, department, and firm meetings and events.

Conference Center Knowledge

1. Maintain and apply a thorough knowledge of Firm procedures and practices to ensure questions are anticipated, answered, and resolved; to regularly heighten client service standards; and to ensure that the Conference Center provides premier service to visitors and personnel.

2. Build client trust; accountably and resourcefully resolve routine and non-routine questions for visitors and personnel related to Conference Center, visitor needs, Firm procedures, etc. Proactively solve questions and requests, seeking additional resources as needed to ensure visitors and personnel receive responsive solutions.

3. Resolve multiple questions simultaneously as needed.

4. Locate information for clients and personnel using available research tools, including electronic data, Portal, Internet, etc. Seek guidance to resolve more complex questions while retaining responsibility for resolution.

Conference Center Maintenance

1. Participate in ensuring a clean, professional image throughout Conference Center areas; routinely maintain central areas such as tables, reception desk, etc.

2. Ensure deliveries are quickly removed from reception area.

3. Monitor conference room and visitor needs throughout the day; provide on-site and hands-on assistance as needed; collaborate with Conference Center Specialists and others team members to ensure conference room needs are anticipated and met.

Technology Support

1. Provide knowledgeable first level assistance on Conference Center technology, including routine troubleshooting of computer/lite pro set ups, wireless access, network access, phone conference equipment, video conferencing, etc. Proactively coordinate with Technology Services to ensure seamless technology support in the Conference Center.

2. Provide knowledgeable support on Conference Center utilities, such as lights, audio-visual equipment, HVAC, etc.

3. Maintain thorough applied knowledge of relevant Conference Center software, including Accruent, Blusky, Word, Excel, Answer Base, Visio etc.

4. Apply established abilities in Internet research; solve visitor and personnel needs through online research.

Job Type: Contract

Pay: $25.00 - $31.00 per hour

Expected hours: 40 per week

Schedule:

• Monday to Friday

Ability to Relocate:

• San Francisco, CA 94105: Relocate before starting work (Required)

Work Location: In person