Conference Services Facilities Coordinator

Overview

Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.

We are a collegial, collaborative, and diverse firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.

If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Office Services department in our Houston office, as a Conference Services Facilities Coordinator.

The Conference Services Facilities Coordinator is primarily responsible for maintenance of offices and conference center facilities.  Additional duties include maintaining inventory of all office and kitchen supplies, vendor interface and other duties as assigned by the Operations Manager.

Responsibilities

Essential Functions: 

• Responsible for overseeing all aspects of facilities maintenance and conference center activities
• Responsible for all conference rooms
• Responsible for keeping Operations Manager informed of all aspects of all your areas of responsibility
• Maintains professionalism at all times assuring hospitality-centered service
• Knowledge of technical capabilities of the rooms. Works closely with the AV Technician and IT Department to provide assistance in setting up basic audio/video conferences when needed
• Assist with overseeing and managing decisions concerning food service, maintaining relationships with caterers and vendors, and verifying invoices to be approved by Operations Manager
• Assist in setting up conferences as needed, configuring tables and chairs for meetings of various sizes including setup and breakdown of tables, flipcharts, LCD projectors and screens, TV/VCR and whiteboards
• Ensuring coverage for Conference Room services
• Performs conference center room checks to assure readiness and functionality
• Recommends the purchase of new equipment
• Responsible for overseeing the maintaining of all coffee/copy rooms and kitchens in a clean and show-ready appearance. Work with the vendors for all coffee machines, water-dispensing equipment and vending machines. Stocks all areas on a regular basis. Monitors vending machines
• Assist with coordination of office set ups for new hires and coordination of internal moves
• Responsible for ordering and maintaining inventory of all office supplies
• Responsible for maintaining an inventory of all available office furniture
• Assist in coordinating with building regarding any lighting and tile replacement as needed
• Coordinate with vendors and building management for quarterly/six month inspections
• Assist scheduling inspections with vendors
• Oversee the rental linen inventory and arrange dry cleaning of table linen for office events
• Assist in logging in all incoming UPS, FedEx and other deliveries as needed
• Assist in verifying accuracy of pouch manifest as needed
• Assist with mail runs as needed
• Assist with court runs as needed
• Assist with copying as needed
• Cover reception area and answer phones, as and when required
• Hanging of office pictures or other wall décor
• Assist with other duties as assigned by the Operations Manager or the Director of Administration

Qualifications

Education/Training/Certifications:

• High School Diploma or equivalent preferred

Professional Experience:

• Minimum of five years in Office Services and/or Facilities department required
• Large law firm experience preferred

Technical Skills:

• Proficiency in Microsoft Office products

Performance Traits: 

• Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
• Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
• Ability to work under pressure, meet deadlines with shifting priorities
• Must be a self-starter with a high level of initiative
• Strong customer service skills, able to anticipate needs
• Strong attention to detail, organizational skills and the ability to handle multiple projects
• Maintains confidentiality and exercises discretion
• Exercises solid strategic thinking and problem-solving skills

Physical Requirements:

• Must be able to lift 40 lbs. (conference room equipment, tables, chairs, etc.)

The typical pay scale for this position is between $65,200 and $86,300, although the actual wage or salary could be lower or higher if the candidate’s education, experience, skills and internal pay alignment are different from those specified. 

The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&D insurance, 401(k) savings plan, back-up childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth.

Thank you for your interest in Mayer Brown. We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request a reasonable accommodation related to the application process and/or job interview, please email uslateralrecruiting@mayerbrown.com. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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Salary : $65,200 - $86,300