Client Services and Events Coordinator

Client Services & Events Coordinator

The primary responsibility of the Client Services & Events Coordinator is to consistently provide high-quality, professional service to internal and external clients. The role includes welcoming and escorting guests and visitors, coordinating internal and external events, and managing conference bookings. The position also provides travel support, including assisting with travel approvals and authorizations, maintaining travel records, pulling reports and providing day-to-day support in partnership with our external travel service provider.

Responsibilities

• Greets and announces arriving clients and escorts them to their destination within the Firm;
• Answers and routes incoming calls using the Firm's telephone system, dispatching calls appropriately and taking messages in accordance with Firm standards;
• Reserves conference rooms and coordinates all related services, including food and beverage, audiovisual support, facilities, signage, materials, security, floorplans, and secretarial support;
• Arranges domestic and ground transportation reservations for Partners, employees and clients with various car companies and their affiliates;
• Maintains familiarity with departmental communications regarding emergency procedures, call-handling instructions, and Partner preferences;
• Builds and maintains effective working relationships with internal service departments, including Facilities, IT, Legal Personnel, Human Resources, and Secretarial Services;
• Efficiently handles numerous phone calls and emails with new booking requests and changes;
• Communicates directly with clients before, during and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely manner;
• Provides onsite event support, including preparing name tags and materials, copying and printing, managing coat check, setting out signage and materials, and greeting and directing attendees;
• Plans and executes offsite events, including site selection, contract negotiation, menu selection, design of invitation, RSVPs, list management, onsite staffing, transportation and follow-up;
• Ensures all event communications, templates and correspondence adhere to Firm style, tone and professional standards;
• Assists the New York Events team with project management of larger events, including RSVPs, list management, seating plans, preparation of name badges and support materials, audio visual, onsite staffing, transportation and follow-up and occasional in-person support;
• Provides ongoing support, including drafting of event communications, organizing data, files, and materials, compiling information, preparing routine and ad-hoc reports and responding to requests for assistance;
• Assists with event management software (Cvent) projects and updates. Runs reports as needed, assists with design and implementation of new Cvent templates;
• Researches site venues and vendors, makes in-person connections, maintains venue/vendor files and contact details;
• Maintains the attendance records for the Events department reporting purposes;
• Uses project management skills and tools, such as: timelines, budget worksheets, agendas and event schedules;
• Assists the Senior Manager of Hospitality Services & Office Operations – DC with travel related projects including travel approvals, electronic travel authorization (ETA) communications and confirmations as well as new hire travel communications;
• Supports the Travel department with the implementation of Virtual Pay and Concur booking software/app and develop a proficiency in these systems;
• Develops a working knowledge of basic duplicating support and assists as needed;
• Attends required meetings, trainings and refresher sessions;
• Reacts promptly and professionally to any and all requests and inquiries from Firm clients and sees them through to completion; and
• Performs other duties, as assigned.

Qualifications

• High School Diploma or equivalent required; college degree highly preferred. Hospitality certification is a plus but not required;
• Preferably 2+ years of reception, hospitality or event planning experience in a corporate environment;
• Excellent oral and written communication skills (including reading, writing, clear speaking voice and good listening skills);
• Strong organizational, project and time management skills;
• Proficiency in Rendezvous or comparable Booking Software and Cvent event management software;
• Proficiency in myKastle or comparable Visitor Management Solution;
• Knowledge of Microsoft Office;
• Ability to interface and communicate 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;
• Ability to maintain a consistently pleasant and professional approach, 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;
• Creativity, flexibility, and ability to work cross-functionally;
• Ability to work independently, meet multiple deadlines and respond well to change;
• Must maintain a professional demeanor;
• Must be articulate and client service oriented;
• Customer service mindset with a deep understanding of providing above and beyond service to ensure a memorable experience for all visitors; and
• Availability to work overtime, as needed.

This position is located in our Washington, D.C. office. The hours for this position are 10:30 a.m. to 6:30 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.