Conference & Visitor Services Coordinator

Proskauer Rose LLP; New York (NY); On-site; USD 50,000 - 60,000; Full time

Job summary

Proskauer Rose LLP in New York seeks a Conference Services Assistant to ensure all main reception functions run professionally and timely. You will receive and direct callers and visitors, operate the telephone system, book conference rooms, coordinate catering, and provide clerical support to Business Services staff.

The role requires teamwork, a focus on customer service, and flexibility to work 11:00am–7:00pm ET, five days a week, with compensation between $50,000 and $60,000 depending on

Qualifications

• Bachelor’s Degree preferred.
• Minimum of 1+ year of experience in a high-volume, professional services environment.
• Ability to work well in a fast-paced environment.
• Excellent attendance and punctuality.
• Strong written and verbal communication skills, as well as strong organizational skills.
• Ability to work well independently and exercise sound judgement.
• Proactively identify and diffuse difficult situations.
• Flexibility and willingness to work overtime as needed.

Responsibilities

• Provide a high level of customer service and answer main switchboard; route direct callers based on nature of the call, to the appropriate person; take messages from callers; answer inquiries and provide information pertaining to office and send relevant information via email or mail
• Greet visitors, determine nature of their business, direct them to the appropriate individual(s); answer all visitor inquiries
• Monitor schedules and observe arrivals and departures of guests
• Assist with clerical duties including printing documents, and mailing projects that include stuffing, addressing, and labeling envelopes
• Maintain conference room bookings through the Firm’s software system
• Assign Wi-Fi passwords to guests and visitors
• Monitor use of visiting offices and ensure Firm visitors have an office, telephone extension, and information booklet. Communicate room assignments via Firm intranet and emails to appropriate parties
• Maintain electronic booking system with building to make sure that visitors can access the office upon arrival. Distribute and track temporary passes
• Monitor and prepare supplies necessary to maintain administrative functions of the main desk
• Coordinate the delivery of evening dinners and liaise with vendors to ensure timely and accurate delivery of food
• Assist with various aspects of in-house catering and events, including assisting with catering, maintenance, hospitality, and visitors to the office

Skills

Customer service

Verbal communication

Teamwork

Overtime flexibility

Education

Bachelor’s Degree preferred

Job description

Proskauer Rose LLP in New York seeks a Conference Services Assistant to ensure all main reception functions run professionally and timely. You will receive and direct callers and visitors, operate the telephone system, book conference rooms, coordinate catering, and provide clerical support to Business Services staff.

The role requires teamwork, a focus on customer service, and flexibility to work 11:00am–7:00pm ET, five days a week, with compensation between $50,000 and $60,000 depending on