Conference Center Coordinator

Job Description

At K&L Gates, we are looking for smart, imaginative and hard-working people with diverse backgrounds, experiences and ideas to join us. Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.

Job Description At K&L Gates, we are looking for smart, imaginative and hard-working people with diverse backgrounds, experiences and ideas to join us. Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.

This role oversees and coordinates the daily operation of the reception/switchboard, conference rooms and catering functions of the office. Other responsibilities can include providing administrative and office services support, and performing any duties as assigned to assure continuity of office support for the location.

• Oversees and coordinates daily reception desk operations. This includes greeting and directing visitors ensuring appropriate security measures are taken (which can include the issuing of security passes and maintaining the firm's security pass register), and the timely and courteous answering of multi line switchboard system.
• Oversees and coordinates the activities of all location conference rooms. This includes but is not limited to scheduling of meeting facilities, coordination of food and beverages, ensuring ongoing cleanliness of facilities, monitoring temperature and lighting controls, and coordination of audio visuals. Depending on location needs, may provide specific audio visual support or may liaison with appropriate specialists for technology meeting needs.
• Oversees and coordinates food and beverage services for the office which can include a wide variety of needs and events ranging from simple kitchen supplies to significant catered event.
• Supervising staff to ensure client services functions are completed in a timely manner. This requires providing staff with regular feedback and can include assisting in completing their performance reviews.
• Where there is no dedicated Office Services team, this role may be responsible for ordering, tracking and maintaining inventories of office supplies, providing other clerical or office support duties.
• May act as the location emergency response leader which can include coordinating safety drills, maintaining safety procedures and, if required, safety and emergency equipment.
• Provides facilities support including moving of furniture and supplies, coordinating deliveries and freight services, setup/break down of meeting spaces and maintaining a clean, safe and professional office space.
• Oversees work schedules for assigned functions to meet firm needs with effective working relationships.
• May provide limited clerical support requiring general use of common software including but not limited to various scheduling software, Microsoft Outlook, Microsoft Word and Microsoft Excel.
• The daily make up of tasks change depending on location needs and/or specific projects. The position performs all duties required and assigned that would ensure efficient support to the lawyers and clients of the Firm.

• Participate in local and national team meetings
• Act as the firm's super-user for AMEX travel system – online management of the firm's travel and accommodation bookings
• Assist with ad hoc administrative and other tasks as required or requested by the Manager of Office Services and Facilities and/or Corporate Services Manager

• High School diploma or General Education Degree
• In addition to extensive customer service experience, this role requires at least two or more years of experience working in a client services/reception based role within a professional services or related office environment
• Takes a diplomatic approach when interacting with clients and staff, and maintains a high level of professionalism and professional dress at all times. Also has an understanding that this position often is the first point of contact for clients and visitors in person, telephonically or electronically.
• Requires basic proficiency with conference room scheduling software, Microsoft Office software inclusive of Outlook, Word, and Excel
• Requires basic proficiency of audio visual, telephone conferencing, computerized lighting/temperature control/window shade systems
• Requires proficiency with multifunction devices and other office equipment
• Ability to work independently and within a team
• Ability to effectively supervise others Ability to initiate, organize, prioritize and complete numerous tasks by deadline dates, ensuring exceptional customer service
• Excellent interpersonal skills required to work with a variety of personalities (both internal and external) to achieve successful collective outcomes
• Ability to establish and maintain effective working relationships with all contacts
• Ability to function effectively in confidential situations, to think clearly, to maintain complete…