Event Coordinator

Job Description:

We are seeking a Conference Services Coordinator to join our Firm in our Los Angeles office. The Conference Services Coordinator is responsible for the coordination of all facets of Conference Services. The coordinator ensures all internal and external clients experience premier service with regard to telephone communications, conference rooms, visiting offices, catering services and audio/visual setups. This position also requires strong initiative, problem solving skills, sound judgment, proficiency with internal technological resources, attention to detail, superior customer service skills and the ability to work collaboratively across multiple departments. The position requires in office presence five days per week and the hours are 9:00 AM – 5:00 PM.

• Ensures telephone calls are consistently answered in a professional manner, handled knowledgably, and directed promptly, while proficiently utilizing phone system software.
• Greets and directs internal and external clients and adds guest names to building security website, coordinating expedited security and manages building parking validations.
• Monitors the Conference Services and Reception mailboxes and responds to emails timely; collaborates with the Office Services Coordinator to anticipate, communicate and address conference service needs, ensuring timely and efficient coordination across multiple departments.
• Manages conference rooms and services by effectively utilizing the conference room reservation software, coordinates efforts with Catering, Network, Security, Facilities Management and other departments to ensure that all requests for space, food service, special equipment and other services requested are provided seamlessly and in compliance with Firm policies and procedures.
• Monitors conference rooms to ensure cleanliness, preparedness, and timeliness of room set ups, food services and audio/visual services.
• Monitors conference room needs throughout the day, including general administrative support as requested by clients or attorneys; ensures supplies are adequately stocked.
• Provides knowledgeable troubleshooting assistance on conference room technology and proactively coordinates with Network Support to ensure seamless technology support.
• Assigns offices to visiting attorneys and clients and noting all details including technology, paralegal or secretarial assistance, and supply needs.
• Assist visiting attorneys with car and messenger services.
• Resolves customer service and technical issues related to Conference, Catering, and A/V services.
• Schedules all regularly occurring department luncheons/meetings for the calendar year.
• Communicates all scheduling and staffing changes to Operations leadership.
• Generates daily reports to support departments, including details regarding visitors, catering services, functions, and technology.
• Performs weekly review of all reservations for the upcoming week in preparation for meetings with the Kitchen and Accounting Department.
• Works directly with external clients to determine the appropriate conference room space, food, beverage, parking and Network needs.
• Submits office and building maintenance requests into the proper databases.
• Handles scheduling of breaks and lunches to ensure appropriate coverage at all times.
• Maintains effective working relationships with all departments.
• Recognizes and identifies issues and challenges and recommends improvements and solutions.
• Ensures client services and satisfaction are attained in all areas of position.
• Identifies potential security breaches.
• Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
• Manages Firm resources responsibly.
• Complies with and understands Firm operation, policies and procedures.
• Regular and reliable physical presence to (ex: work as part of a team, meet with clients, use on-site equipment, etc.)
• Performs other relevant duties as assigned.

Qualifications

• Knowledge of Firm operation, policies and procedures
• Knowledge of relevant firm computer software programs (e.g., Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems
• Knowledge of intermediate audio/visual procedures (i.e., equipment, techniques, and methodologies) with the ability to learn advanced audio/visual procedures and perform equipment maintenance.
• Demonstrates effective interpersonal and communication skills, both verbally and in writing
• Demonstrates strong attention to detail
• Ability to handle multiple projects and shifting priorities
• Ability to handle sensitive matters and maintain confidentiality
• Ability to organize and prioritize work
• Ability to work well in demanding and fast-paced environment
• Ability to work well independently as well as effectively within a team
• Ability to proactively resolve issues and demonstrate a high level of client service
• Ability to recognize security related issues and assist to defuse a tense situation
• Present a professional, neat, and clean appearance that is appropriate for the workplace setting and for the work being performed.
• Facilitates courteous and positive work relationships with others
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs

Education And Experience:

• High school diploma
• Minimum of five years' experience in a similarly structured customer service environment

Job Type: Full-time

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Experience:

• conference rooms setups: 5 years (Required)
• catering services: 5 years (Required)
• Audio visual: 3 years (Required)

Work Location: In person

Salary : $60,000 - $70,000