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Conference Services Support Coordinator

BOSTON-02122, MA, US
02/18/2020

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Required Skills

Microsoft Office

Company

Infinity Consulting Solutions, Inc

Experience

1 to 3 Year(s)

Job Description

A large, well known, law firm is seeking a conference services support coordiantor to join their fast-paced Boston office.

The Conference Services Support Coordinator oversees all aspects of in-house catering, in-house events, monitors hospitality needs during the day, and delegates work assignments to ensure completion.

In addition, the Coordinator receives and directs callers and visitors, operates the telephone system, relays information to all relevant parties, books conference rooms, coordinates catering needs, and provides clerical support to various Business Services members.

This position works in conjunction with another Conference Services Coordinator to ensure all functions of the main reception desk are handled professionally and timely.

Responsibilities include, but are not limited to:

Conference Support

Answer main switchboard calls and calls that come via callers dialing the receptionist; route direct callers based on nature of the call to the appropriate person; take messages from callers; answer inquiries and provide factual information pertaining to the office and send relevant information via mail or email

Greet visitors, determine nature of their business, and direct them to the appropriate individual(s); answer all visitor inquiries

Monitor and oversee guest arrivals and departures

Assist with clerical duties including printing documents, and mailing projects that include stuffing, addressing and labeling envelopes

Maintain conference room bookings through firm-wide software system

Assign Wi-Fi passwords to guests and visitors

Schedule departmental and firm-wide meetings by coordinating with New York and other offices

Create and distribute electronic Daily Bulletin for Boston office

Monitor use of visiting offices and ensure Firm visitors have an office, telephone extension, and information booklet as needed; 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 proper delivery

Catering/Events

Coordinate all details pertaining to in-house catering and in-house events from inception to completion

Monitor all hospitality needs during the day, and ensure completion of work assignments from Facilities Manager to the Hospitality team

Develop and maintain relationships with caterers to confirm smooth ordering of all food orders. Check invoicing for all catering events is done accurately

Assist with Conference Services Support Coordinator with the coordination of staff for after-hours events as/when needed

Create and maintain flow charts, checklists and Hospitality binder

Contact vendors with standard orders for office

Coordinate resolution of issues with Facilities Manager and Secretarial Manager that may arise throughout the day

Qualifications:

Bachelor’s degree required

Minimum of 1+ year of experience in a high-volume professional services environment

Outstanding interpersonal skills and the ability to effectively communicate with all levels of staff

Excellent attendance and punctuality

Ability to work effectively in a matrix-type organization

Strong written and verbal communication skills, as well as strong organizational skills

Ability to both manage multiple projects concurrently and work independently

Proactively identify and analyze problems, develop solutions and deliver results

Technical skills in Microsoft Office, as well as the facility to learn new software and applications

Flexibility and willingness to work overtime as needed