Conference Center Coordinator

Conference Center Coordinator

The Conference Center Coordinator is the point of contact for all visitors, Conference Center users and client requests. The Coordinator is responsible for greeting all external guests and booking all onsite meetings and internal special functions using Rendezvous Booking Software.

Responsibilities

• Reserves conference rooms and spaces, and liaises with other departments to ensure all needs are met;
• Coordinates all conference and meeting needs including: catering, signage, materials, floor plans, room set-up, speaker arrangements, registration table set-ups and audio-visual requirements;
• Communicates directly with clients before, during and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely manner;
• Efficiently handles numerous phone calls and emails with new booking requests and changes;
• Accurately enters all event information into Rendezvous software system to ensure all staff have event information readily available and can respond to any/all client requests;
• Creates floor plans and layouts using Visio software in a timely and efficient manner;
• Provides on-site support, including creating name tags and table tents, copying and printing, coat check, setting out materials and signage, greeting, directing and escorting clients;
• Assists with directing clients to the coat room, training/breakout rooms, pantry areas, the Conference Center, Business Center, cafeteria, their hotel or area restaurants, etc.;
• Assists clients with any copying and printing requests;
• Delivers emergency messages immediately to partners and clients in meetings;
• Answers telephone and consoles, directs inquiries and takes messages. Assists callers with conference calls and overseas calls;
• Meets, greets and directs clients and visitors to the Firm as point of contact after Security;
• Registers incoming visitors into MyKastle system;
• Follows the correct procedures for notifying hosts and directing visitors, as needed;
• Answers client questions concerning conference space, set-up, AV equipment and Conference Center capabilities;
• Keeps Conference Center desk area neat and well stocked with supplies;
• Produces and circulates reports of upcoming booking details;
• Maintains consistent lines of communication between clients and management team, and escalates to Manager of Events and Conference Services when needed;
• Provides Manager of Events & Conference Services with feedback;
• Assists Manager of Events and Conference Services with coordinating staff training when necessary; and
• Performs other duties, as assigned.

Qualifications

• High School diploma or equivalent required; college degree strongly preferred;
• Preferably 3+ years of reception, hospitality and event planning experience in a corporate environment;
• Excellent oral and written communication skills;
• Strong organizational, project and time management skills;
• Proficiency in Rendezvous or comparable Booking Software;
• Knowledge of MyKastle or comparable Visitor Management Solution;
• Knowledge of Microsoft Office;
• Proficiency in Visio software a plus;
• Proficient in use of Cisco phones;
• Interfaces and communicates effectively with lawyers, staff and employees of all levels to implement successful events;
• Excellent organizational and administrative skills with the ability to prioritize and carry out multiple tasks simultaneously;
• Maintains a consistently pleasant and professional demeanor, with a willingness to take ownership and responsibility;
• Works well under pressure and carries out responsibilities with little supervision;
• Punctual, dependable and dedicated to achieving operational excellence;
• Discreet, ethical and committed to maintaining a high degree of confidentiality;
• Able to work independently, meet multiple deadlines and respond well to change; and
• Availability to work overtime, as needed.

This position is located in our New York office. The hours for this position are 9:00 a.m. to 5:00 p.m., Monday through Friday. The estimated salary range for this position is $60,000 to $70,000 plus overtime. The actual salary offered will be based on a wide range of factors, including relevant skills, training, experience, education, and where applicable, licensure or certification obtained. Market and Firm factors are also considered. In addition to base salary and discretionary bonus(es), we offer a generous employee benefits package including, but not limited to, paid time off, medical, dental, vision care, 401(k) and substantial health club discounts.