Conference Services Coordinator

Akin Gump Strauss Hauer & Feld LLP; Houston (TX); On-site; USD 55,000 - 70,000; Full time

Job summary

Akin Gump Strauss Hauer & Feld LLP in Houston is seeking a Conference Services Coordinator to oversee the day-to-day operations of the firm’s Conference Services and Reception teams.

The role requires coordinating meetings, managing catering, budget and invoices, ensuring room scheduling accuracy, and mentoring staff while partnering with IT, Marketing and Facilities.

Qualifications

• High School Diploma or equivalent.
• Minimum of 3 years of previous food services/catering experience, preferably with heavy vendor contact.
• Managerial experience preferred.
• Extensive knowledge of office procedures related to conference, catering and event planning services.
• Proficiency with the firm's e-mail, calendar and conference room reservation systems.
• Ability to work independently, take initiative, set priorities and see projects through completion.

Responsibilities

• Set priorities and coordinate daily workflow for the department, ensuring quality of work and timely completion of assignments.
• Provide coaching and direction to the team on best practices in the food service industry and in compliance with firm standards and protocols.
• Manage online Conference Room Scheduling system, with the assistance of the Receptionist, to ensure proper meeting placement, making adjustments as necessary.
• Coordinate every aspect of daily meetings including filling catering requests and ensuring each meeting is serviced to firm standards.
• Oversee amenity offerings ensuring coffee hubs and pantry areas are properly stocked, cleaned and maintained, and ensuring an inviting environment.
• Review and reconcile catering invoices in a timely manner.
• Manage the event lifecycle, meeting strict deadlines and budget demands.
• Maintain inventory control system.
• Ensure department is maintained in a neat, safe and orderly fashion.
• Ensure all equipment is in proper working order.
• Facilitate communication within the department and liaise with other departments within the Firm as needed.
• Collaborate and support the development and management of departmental budgets, contract obligations, and financial reconciliation process for all invoices for meetings and events.
• Manage event budgets, track expenses, and ensure cost-effective planning and execution.
• Monitor department productivity; make recommendations for procedures to optimize efficiency.
• In conjunction with the Office Administrator, oversee department personnel and monitor attendance and performance issues; conduct conferences with staff regarding such issues, as needed.
• In conjunction with the Office Administrator, mentor assigned staff and assist in staff development; implement standards of excellence and customer service.
• In conjunction with the Office Administrator, ensure departmental compliance with office and firm policies and legal obligations.
• Approve department timecards and leave requests.
• Coordinate in-house events, including room scheduling, food and beverage, decor and special requests such as audio-visual needs and third party rental equipment.
• Provide event support on an as needed basis to the Marketing and Recruiting departments and to the attorneys.
• Provide coverage for Reception desk as needed whether handled by the coordinator or delegated as a task to someone in Conference Services.

Skills

Event coordination

Budget management

Vendor management

Customer service

Time management

Education

High School Diploma or equivalent

Job description

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking a Conference Services Coordinator in our Conference Services & Events department, reporting directly to the Office Administrator.

This role will reside in the Houston office and will be responsible for overseeing the day-to-day operations of the firm’s Conference Services and Reception teams. The Conference Services Coordinator is expected to maintain expertise in the tasks or services provided by the department and to work on, as well as delegate, tasks assigned to the team.

Key responsibilities of this position include:

• Set priorities and coordinate daily workflow for the department, ensuring quality of work and timely completion of assignments during regular business hours and on an overtime/weekend basis as needed.
• Provide coaching and direction to the team on best practices in the food service industry and in compliance with firm standards and protocols.
• Manage online Conference Room Scheduling system, with the assistance of the Receptionist, to ensure proper meeting placement, making adjustments as necessary.
• Coordinate every aspect of daily meetings including filling catering requests and ensuring each meeting is serviced to firm standards.
• Oversee amenity offerings ensuring coffee hubs and pantry areas are properly stocked, cleaned and maintained, and ensuring an inviting environment.
• Review and reconcile catering invoices in a timely manner.
• Manage the event lifecycle, meeting strict deadlines and budget demands.
• Maintain inventory control system.
• Ensure department is maintained in a neat, safe and orderly fashion.
• Ensure all equipment is in proper working order.
• Facilitate communication within the department and liaise with other departments within the Firm such as Information Technology, Marketing, Recruiting, Secretaries, Facilities and the Office Administrator as needed.
• Collaborate and support the development and management of departmental budgets, contract obligations, and financial reconciliation process for all invoices for meetings and events.
• Manage event budgets, track expenses, and ensure cost-effective planning and execution.
• Monitor department productivity; make recommendations for procedures to optimize efficiency.
• In conjunction with the Office Administrator, oversee department personnel and monitor attendance and performance issues; conduct conferences with staff regarding such issues, as needed.
• In conjunction with the Office Administrator, mentor assigned staff and assist in staff development; implement standards of excellence and customer service.
• In conjunction with the Office Administrator, ensure departmental compliance with office and firm policies and legal obligations.
• Approve department timecards and leave requests.
• Coordinate in-house events, including room scheduling, food and beverage, decor and special requests such as audio-visual needs and third party rental equipment.
• Provide event support on an as needed basis to the Marketing and Recruiting departments and to the attorneys.
• Provide coverage for Reception desk as needed whether handled by the coordinator or delegated as a task to someone in Conference Services.

Qualifications (Experience, Knowledge, Skills & Abilities):

• High School Diploma or equivalent
• Minimum of 3 years of previous food services/catering experience, preferably with heavy vendor contact
• Managerial experience preferred
• Extensive knowledge of office procedures related to conference, catering and event planning services
• Ability to read, comprehend and follow instructions
• Thorough knowledge of the firm's e-mail, calendar and conference room reservation systems
• Proficiency on equipment used on a regular basis including computers, copy machines, printers, kitchen appliances and telephones
• Ability to work independently, take initiative, set priorities and see projects through completion
• Ability to meet deadlines and respond to changing priorities
• Ability to handle many tasks simultaneously
• Excellent judgment and common sense
• Strong organizational and time management skills, including the ability to organize self and others
• Strong analytical and problem solving skills
• Ability to perform clerical skills with a high degree of accuracy
• Ability to work with a wide range of people in a team setting
• Ability to establish effective working relationships within the department, office and firm
• Ability to establish effective working relationships with clients, vendors, and others outside the firm
• Ability to perform basic mathematical functions - add, subtract, multiply, divide