Conference Coordinator/Reception (New York)

Downtown Law Firm

About the Role

Conference Services Coordinator - Downtown Contract- Temp to Perm

Hours - 12-8pm

Responsibilities

• Greet all clients and visitors of the Firm.
• 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

• 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.