Conference Services Coordinator - Houston, United States - Mayer Brown LLP

Mayer Brown LLP

Verified Company

Houston, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

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 an Conference Services Coordinator.

The Conference Services Coordinator is primarily responsible for greeting guests at reception, coordinating all conference room bookings, ordering all catered food and arranging room set up with Office Services team.

Responsibilities:

Essential Functions:

Greet clients, vendors, applicants and other visitors as the first point of interaction
Responsible for the detail tasks of the daytoday activities of all conference rooms including the reservation process, coordinating the meeting space set up as well as beverage and food set ups, maintaining communication with various support departments (such as IT and Office Services) to centrally coordinate all requests
Responsible for booking conference room reservations in NFS software
Places conference room service requests and room set up in Big Hand
Coordinates with Operations Manager on decisions concerning food ordered for events, maintaining relationships with caterers and vendors, adhering to budget constraints. Assures that the highest quality meal is provided and presented in a timely manner, matching the needs of the event
Assist with daily attendance recordkeeping/visitor monthly attendance
Uses keycard system to provide loaner keycards. Serves as backup to Operations Manager with additions/deletions in keycard system
Maintains daily food order tracking document with costs
Processes food order invoices through firm pcard system
Processes Facilities/Operations invoices in Chrome River
Coordinates car service for attorneys, visitors and provides parking validations
Maintains professionalism at all times assuring hospitalitycentered service
Assists with other projects as assigned by Operations Manager or Director of Administration

Qualifications:

Education/Training/Certifications:

High School Diploma or equivalent preferred

Professional Experience:

Must have prior Conference Services experience
Knowledge of automated conference booking system 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 selfstarter 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 problemsolving skills

Physical Requirements:

May require occasional lifting of up to 40 lbs.
Ability to stand for long periods of time

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.

LI-ONSITE #LI-BF1