Conference Services Coordinator

Job Overview

Conference Services Support team member is a part of the Operations group, and is responsible for providing concierge level service as the face and voice of the Firm, when greeting guests and answering phone calls. The role includes a variety of assignments related to reception, central operator and conference room reservations. This position relies heavily on customer service to establish a warm, welcoming, and professional atmosphere to all external and internal clients.

The core hours for this position are Monday - Friday from 4:00 PM to 12:00 AM.

Essential Duties and Key Responsibilities include the following. Other duties may be assigned:

· Greet all clients and visitors of the Firm in a courteous manner. Print out visitor badges and announce visitors.

· Ensure all incoming calls from clients and attorneys are answered promptly. Set up conference calls with teleconferencing vendor and send email confirmations upon proofing to host.

· Handle meeting room bookings, utilizing the reservation system.

· Confirm conference room meetings via email and follow up as necessary prior to the meeting or event to ensure details are accurate.

· Communicate requests to the appropriate internal support departments such as Food Service, Maintenance & Service and Media. Coordinate with building management.

· Perform floor checks and ensure rooms are setup correctly with proper equipment and amenities, prior to the start of meetings.

· Additional tasks may be assigned.

· Communicate with stakeholders in a professional manner.

Qualifications – Skills and Attributes

· Candidate must be professional and service-oriented, collegial and able to work effectively with attorneys, staff and vendors at all professional levels.

· Excellent communication skills, both verbal and written.

· Strong attention to detail, organizational, time management, and prioritization skills.

· Team player with the ability to also work independently, meet multiple deadlines and respond well to change.

· Ability to maintain a professional and composed demeanor at all times.

· Flexibility to work overtime, including evenings and occasional weekends. Availability for Holiday and on-call coverage on a rotating basis.

· Some light lifting (20-30 pounds) may be involved.

Education and/or Experience

· High School diploma or equivalent required, some college a plus.

· 3-5 years Receptionist, Hotel Concierge, Airline, or other client/customer service industry experience required. Law Firm experience a plus.

· Proficient with Microsoft Outlook, Word and Excel. Have some knowledge of Audio and Visual equipment.

· Ability to operate a switchboard (or multi-line system) a plus.

Must maintain a neat, clean, and well-groomed appearance. Specific uniform guidelines and/or required articles of clothing will be explained as part of the orientation process.

In addition, responsibilities related to maintaining firm and client information are to be adhered to by all employees. This includes complying with the firm’s information security policies, protecting firm assets from unauthorized access, disclosure, modification, destruction or interference, and reporting security events or potential events or other security risks to management.