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 coordinate all associated services and needs (e.g., food/beverage, audiovisual, facilities, signage, materials, security, floorplans and secretarial services);
• 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;
• 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, phone booths, their hotel or area restaurants, etc.;
• Assists clients with any copying, printing fax transmittal 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 the first point of contact in the lobby;
• Registers incoming visitors into Passage Point;
• Follows the correct procedures for notifying hosts and directing visitors as needed, including checking CLEAR app status;
• 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 escalating 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;
• Three to five years of reception 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;
• Proficient in Rendezvous or comparable Booking Software;
• Proficient in Passage Point or comparable Visitor Management Solution;
• Knowledge of Microsoft Office;
• Proficiency in Visio software a plus;
• Proficient in use of telephone equipment (large console);
• Proficient typing and computer skills;
• Knowledge of all fax, message and mail procedures;
• 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;
• Maintain a consistently pleasant and professional approach, with a willingness to take ownership and responsibility;
• Work well under pressure and carry out responsibilities with little supervision;
• Punctual, dependable and dedicated to achieving operational excellence;
• Discreet, ethical and committed to maintaining a high degree of confidentiality;
• Answer a high volume of telephone calls on multiple lines;
• Creative, flexible, adaptable and able to work cross-functionally;
• Able to work independently, meet multiple deadlines and respond well to change;
• Must maintain a professional demeanor;
• Must be articulate and client service oriented;
• Equipment used: Rendezvous, Visio, Cisco telephone system, Passage Point, photocopy machine, facsimile machine, teleconferencing unit; and
• Availability to work overtime as needed.
  
  

This position is located in our New York office. The hours for this position will be either be 9:30 a.m. to 5:30 p.m. or 10:00 a.m. to 6:00 p.m., Monday through Friday. The estimated salary range for this position is $55,000 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.