Conference Coordinator/Reception

The Goodkind Group, LLC; New York (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

The Goodkind Group, LLC in Downtown New York seeks a Conference Services Coordinator to greet clients, manage reservations, coordinate meetings and act as a liaison with attorneys and vendors.

This contract role offers temp-to-perm potential, requires 3–5 years in reception or client service, strong communication, and proficiency with Outlook, Word and Excel; some light lifting may be required.

Qualifications

• High School diploma or equivalent required; some college is a plus.
• 3–5 years of receptionist, hotel concierge, airline, or other client/customer service industry experience required.
• Law Firm experience is a plus and proficiency with Microsoft Office is expected.

Responsibilities

• Greet all clients and visitors of the firm.
• Print visitor badges and announce visitors.
• Ensure all incoming calls from clients and attorneys are answered promptly.
• Set up conference calls with teleconferencing vendor and send email confirmations upon proofing to host.
• Handle meeting room bookings using the reservation system.
• Confirm conference room meetings via email and follow up as necessary prior to the meeting or event to ensure details are accurate.
• Communicate requests to internal support departments such as Food Service, Maintenance & Service, and Media.
• Coordinate with building management.
• Perform floor checks and ensure rooms are set up correctly with equipment and amenities before meetings.
• Additional tasks may be assigned.
• Communicate with stakeholders in a professional manner.

Skills

Professional demeanor

Service-oriented

Communication skills

Time management

Team player

Attention to detail

Education

High School diploma or equivalent

Some college

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Audio/Visual knowledge

Switchboard operation

Job description

Conference Services Coordinator - Downtown Contract- Temp to Perm

Responsibilities

• Greet all clients and visitors of the Firm.


• Print out visitor badges and announce visitors.


• Ensure all incoming calls from clients and attorneys are answered promptly.


• Set up conference calls with teleconferencing vendor and send email confirmations upon proofing to host.


• Handle meeting room bookings, utilizing the reservation system.


• Confirm conference room meetings via email and follow up as necessary prior to the meeting or event to ensure details are accurate.


• Communicate requests to the appropriate internal support departments such as Food Service Maintenance & Service and Media.


• Coordinate with building management.


• Perform floor checks and ensure rooms are setup correctly with proper equipment and amenities, prior to the start of meetings.


• Additional tasks may be assigned.


• Communicate with stakeholders in a professional manner.

Qualifications

• Candidate must be professional and service-oriented, collegial and able to work effectively with attorneys, staff and vendors at all professional levels.


• Excellent communication skills, both verbal and written.


• Strong attention to detail, organizational, time management, and prioritization skills.


• Team player with the ability to also work independently, meet multiple deadlines and respond well to change.


• Ability to maintain a professional and composed demeanor at all times.


• Flexibility to work overtime, including evenings and occasional weekends.


• Availability for Holiday and on-call coverage on a rotating basis.


• Some light lifting (20-30 pounds) may be involved.

Education and/or Experience

• High School diploma or equivalent required, some college a plus.


• 3-5 years Receptionist, Hotel Concierge, Airline, or other client/customer service industry experience required.


• Law Firm experience a plus.


• Proficient with Microsoft Outlook, Word and Excel.


• Have some knowledge of Audio and Visual equipment.


• Ability to operate a switchboard (or multi-line system) a plus.