Conference Reservation Coordinator

The firm is currently recruiting for a Conference Reservation Coordinator for our New York or Palo Alto office. This role is responsible for managing the scheduling and coordination of conference room reservations and meeting support, including technical and hospitality services. This role acts as a liaison between meeting hosts, internal departments (including Facilities, IT and/or Marketing), to ensure that all logistical, audiovisual, and catering needs are met. The ideal candidate brings strong attention to detail, excellent communication skills, and a proactive, service-oriented mindset.

This position is available as a fully on-site work schedule.

Responsibilities:

Reservation & System Management

• Reserve conference rooms and event spaces using the firm’s room management software
• Utilize firm tools to create necessary links for meetings with video conferencing
• Update meeting/event reservations with all relevant meeting details, including setup and other Facilities related instructions, catering notes, IT needs, VC link information, and attendee lists as needed
• Monitor room availability and resolve scheduling conflicts in a timely and professional manner

Meeting Coordination & Logistics

• Understand room capabilities and service options across locations to be able to place requestors in the rooms that best fit their needs
• Contact hosts of all video conferencing (VC) requests, special configuration, or event space reservations to review and confirm specific needs
• Provide and discuss available conference room setup options, confirming the host’s preferred layout and equipment requirements
• Confirm catering needs and coordinate with designated individuals placing catering orders in each office to ensure accurate and timely food and beverage service
• Verify audiovisual requirements and coordinate with the local IT technician to ensure appropriate onsite technical support
• Ensure video conferencing links are accurate and functional for all meetings
• Participate in planning meetings with the Marketing team when they are overseeing an event to ensure seamless coordination
• Assist as needed with confirming room set up is consistent with request details

Qualifications:

• High school diploma required
• 3 years of reception experience required, videoconference booking experience is preferred
• Must possess excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers or clients
• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices
• Strong organization, attention to detail and proofreading skills
• Proficiency with a variety of software including MS Office – Word, Excel, Outlook, PowerPoint

The primary location for this job posting is in New York. The actual base pay offered will depend upon a variety of factors, including but not limited to the selected candidate’s qualifications, years of relevant experience, level of education, professional certifications and licenses, and work location. The anticipated pay range for this position is as follows: $29.83 – $40.36 per hour.

The compensation for this position may include overtime and a discretionary year-end merit bonus based on performance. We offer a highly competitive salary and benefits package.

Benefits information can be found here. Equal Opportunity Employer (EOE).