Conference Coordinator/Reception

Job Description

Downtown Law Firm

About the Role

Conference Services Coordinator - Downtown Contract- Temp to Perm

Hours - 12-8pm

Responsibilities

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• Greet all clients and visitors of the Firm.
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• Print out visitor badges and announce visitors.
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• Ensure all incoming calls from clients and attorneys are answered promptly.
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• Set up conference calls with teleconferencing vendor and send email confirmations upon proofing to host.
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• Handle meeting room bookings, utilizing the reservation system.
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• Confirm conference room meetings via email and follow up as necessary prior to the meeting or event to ensure details are accurate.
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• Communicate requests to the appropriate internal support departments such as Food Service Maintenance & Service and Media.
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• Coordinate with building management.
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• Perform floor checks and ensure rooms are setup correctly with proper equipment and amenities, prior to the start of meetings.
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• Additional tasks may be assigned.
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• Communicate with stakeholders in a professional manner.
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Qualifications

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• Candidate must be professional and service-oriented, collegial and able to work effectively with attorneys, staff and vendors at all professional levels.
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• Excellent communication skills, both verbal and written.
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• Strong attention to detail, organizational, time management, and prioritization skills.
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• Team player with the ability to also work independently, meet multiple deadlines and respond well to change.
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• Ability to maintain a professional and composed demeanor at all times.
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• Flexibility to work overtime, including evenings and occasional weekends.
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• Availability for Holiday and on-call coverage on a rotating basis.
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• Some light lifting (20-30 pounds) may be involved.
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Education and/or Experience

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• High School diploma or equivalent required, some college a plus.
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• 3-5 years Receptionist, Hotel Concierge, Airline, or other client/customer service industry experience required.
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• Law Firm experience a plus.
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• Proficient with Microsoft Outlook, Word and Excel.
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• Have some knowledge of Audio and Visual equipment.
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• Ability to operate a switchboard (or multi-line system) a plus.
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