Law Firm Conference Room Coordinator

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A global law firm seeks a Conference Room Coordinator for their Miami office.

Summary:

The Conference Center Coordinator will provide assistance as needed for all meetings and events in the Miami office Conference Center. The coordinator will ensure proper setup /breakdown and execution of all facets of events, and also provide support for the office’s non-Conference Center hospitality needs. The Conference Center Coordinator is a key member of the Miami staff and is responsible for providing the highest quality services to office staff, lawyers and clients.

Duties and Responsibilities:

• Review daily, weekly, monthly conference room schedule to determine meeting needs.
• Use room scheduling system to assign conference rooms, ensure proper room set up, food and beverage delivery, equipment delivery and installation, and other services as required.
• Hold weekly meeting with other departments (e.g., Office Services, Marketing, Firmwide Events, Recruiting, IT, Reception) as necessary to review the upcoming week’s details.
• Check meeting services prior to meetings to ensure all services are established and ready, and provide on-site support (before, during, and after) of hospitality events.
• Monitor appropriate use of rooms and general condition of the conference center floor.
• Coordinate food and beverage ordering for non-conference center hospitality areas.
• Coordinate the office floral deliveries and plant servicing.
• Organize and maintain an accurate inventory of hospitality catering items.
• Coordinate site operations in accordance with building procedures and policies while being mindful of contract guidelines.
• Provide information, direction and oversight to outside vendors to ensure high quality completion of work.
• Assist as needed with light furniture and equipment moves for office events.
• Provide backup to various departmental functions including, but not limited to, AV Troubleshooting and Reception.
• Perform other related duties as assigned.

Education and Experience:

Required: Minimum 1-2 years of relevant experience planning and executing corporate events and hospitality experiences 3 years’ experience in customer service Flexibility in daily work schedule necessary to accommodate Conference Center requirements, including occasional evenings. High School Diploma Excellent customer service skills Preferred: Experience in planning and executing corporate events and hospitality experiences Ability to type 45 wpm accurately Proficiency in Microsoft Office Experience with data entry Knowledge of EMS Room Scheduling Comprehends and respects budgets Proficiency in Spanish language Other Skills and Abilities: The following will also be required of the successful candidate: Strong organizational skills Strong attention to detail Good judgment Strong interpersonal communication skills Strong analytical and problem solving skills Able to work harmoniously and effectively with others Able to preserve confidentiality and exercise discretion Able to work under pressure Able to manage multiple projects with competing deadlines and priorities

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