Conference Services Specialist | Miami

Shutts & Bowen LLP; Miami (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

Shutts & Bowen LLP is seeking a Conference Services Specialist to support office services, including meeting coordination, vendor communications, and conference room management. The role ensures smooth operations, assists with catering for meetings, and maintains stock of supplies and equipment.

This on-site position requires attention to detail, strong organizational skills, and the ability to collaborate with multiple departments daily.

Qualifications

• Strong attention to detail and a high level of accuracy.
• Ability to manage multiple tasks and prioritize effectively.
• Good communication and customer service skills.
• Proficient with office equipment.
• Comfortable using basic computer applications.

Responsibilities

• Assist in the coordination and execution of various meetings and events.
• Assist caterers for meetings and events, including communicating and placing orders with vendors.
• Utilize familiarity with office and conference layouts to facilitate meeting logistics.
• Collaborate with other departments, including marketing.
• Maintain and stock conference rooms, and visitor offices.
• Set up and break down beverage, coffee, and food arrangements for daily meetings.
• Manage inventory of supplies and maintain kitchen pantries, including coffee machines and other appliances.
• Perform light administrative duties such as scanning, copying, and invoicing.
• Serve as a back-up receptionist by answering and directing calls to appropriate individuals and greeting guests and visitors.
• Ensure confidentiality and accuracy when handling sensitive or privileged materials.
• Maintain organization and cleanliness of common areas, conference rooms, kitchens, supply rooms, and equipment rooms.

Skills

Attention to detail

Multitasking

Communication

Office equipment

Basic computer skills

On-site availability

Job description

The Conference Services Specialist provides essential administrative and operational support to keep the office running smoothly each day. This role works with our office services team, including mail distribution, document reproduction, kitchen and conference room services, supply management, and general facilities tasks, while delivering high-quality service to personnel and clients.

Essential Functions

• Assist in the coordination and execution of various meetings and events.
• Assist caterers for meetings and events, including communicating and placing orders with vendors.
• Utilize familiarity with office and conference layouts to facilitate meeting logistics.
• Collaborate with other departments, including marketing.
• Maintain and stock conference rooms, and visitor offices.
• Set up and break down beverage, coffee, and food arrangements for daily meetings.
• Manage inventory of supplies and maintain kitchen pantries, including coffee machines and other appliances.
• Perform light administrative duties such as scanning, copying, and invoicing.
• Serve as a back-up receptionist by answering and directing calls to appropriate individuals and greeting guests and visitors.
• Ensure confidentiality and accuracy when handling sensitive or privileged materials.
• Maintain organization and cleanliness of common areas, conference rooms, kitchens, supply rooms, and equipment rooms.

Special projects and additional duties as assigned.

Required Skills/Abilities

• Strong attention to detail and a high level of accuracy.
• Ability to manage multiple tasks and prioritize effectively.
• Good communication and customer service skills.
• Proficient with office equipment.
• Comfortable using basic computer applications.
• Ability to be on site full-time, Monday - Friday.

Physical Demands

• The physical demands described here are those an employee must meet to perform the essential functions of this job, including typing/using a keyboard and writing by hand.
• The employee is regularly required to talk or hear.
• Specific vision abilities required by this job include close and distance vision, color vision, and the ability to adjust focus.
• Ability to lift boxes or supplies to 25 lbs.

This job description describes the general nature and level of work performed by individuals assigned to this position. It is not intended to include all duties and responsibilities.

Shutts & Bowen is an Equal Opportunity Employer.