Temporary Conference Center Coordinator

Responsibilities and Accountabilities

1. Schedules, organizes and prioritizes conference center facilities for meetings and special events.
2. Sets up and breaks down office supplies and audiovisual equipment, including desktops, projectors, and televisions. Coordinates with the appropriate team to set up and breakdown office equipment stored for events or guests. Checks, maintains and orders supplies for conference rooms and Conference Center restroom on a regular basis. Receives incoming supplies and validates purchase orders for conformance.
3. Coordinates all conference room location changes by notifying all parties and participants. Handles calls on the Firm phone system (telephone console) and promptly distributes telephone calls to the proper attorney or staff person. Assures that every reasonable attempt is made to see that the caller’s needs are met. Takes accurate messages and ensures prompt delivery when necessary. Follows established telephone call protocols.
4. Greets clients and visitors in a prompt and courteous manner, determines their needs and notifies appropriate person(s) of arrival. Seeks to make the client comfortable while waiting. Reminds the attorney/paralegal/secretary when necessary that client is waiting in order to minimize the wait.
5. Responds to visitor inquiries concerning parking, hotels or local transportation and makes arrangements, when appropriate.
6. Performs special projects as assigned.

Qualifications

1. Education: High school diploma or equivalent required. College degree preferred.
2. Experience: Minimum of three years’ job related experience required, including internships, preferably in a law firm, professional services, or other client relationship-based organization. Proficiency in Microsoft Office required.
3. Other Qualifications: Ability to generate a large volume of work and be capable of making sound decisions in the absence of clear instructions. Exceptional written and verbal communication and listening skills. Accurate typing, word processing skills and ability to pay strict attention to detail. Spelling, punctuation and use of grammar must be of high quality. Must have strong organizational skills. Ability to work well under pressure, patience, diplomacy, high stress tolerance, ability to prioritize workload and adapt to changing conditions. Visual acuity needed for transcription, extensive reading and moderate or advanced keyboard usage. Ability to sit or stand for extended periods of time. Ability to receive and convey detailed information through both written and oral communications. Ability to lift, carry, reach, stoop or bend, at times repetitively, for tasks involving filing or movement of files/supplies weighing up to 5-10 pounds. Essential competency processes include language ability, reasoning and memory. Ability to maintain flexibility regarding work assignments to work overtime on short notice required. Ability to work in a cooperative manner as a member of a team. To perform this job successfully, the incumbent must possess the abilities or aptitudes to proficiently perform each of the responsibilities and accountabilities described above, with or without reasonable accommodation.

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