Bernard Nickels

4 days ago

los angeles, United States Bernard Nickels & Associates Full time

Job Description

Title: Client Services Specialist

Department: Conference and Events

Location: Los Angeles

Status: Non-Exempt

Reports To: Director of Administration

Salary Range: $46,100


Summary

The Client Services Specialist will provide high-quality service to lawyers, clients, staff, and visitors in the Conference and Events Department. This role involves scheduling conference rooms, coordinating meeting setups and catering, and facilitating communication between various stakeholders. The ideal candidate will maintain a professional, client-focused approach while effectively managing multiple responsibilities.


Key Responsibilities

  • Deliver exceptional hospitality and concierge-level service to all stakeholders.
  • Manage conference room reservations using Event Management Software System (EMS), ensuring timely scheduling and coordination of catering, room setups, and equipment needs.
  • Maintain accurate reservation data and have comprehensive knowledge of room capabilities (e.g., seating, AV equipment).
  • Oversee visitor registration, including issuing and collecting security badges and ensuring compliance with security protocols.
  • Handle service requests such as arranging transportation, restaurant reservations, travel, and lodging.
  • Keep conference rooms, reception areas, and kitchen pantries clean and organized.
  • Operate and troubleshoot basic office and AV equipment, including microphones, copiers, and fax machines.
  • Coordinate catering services, including ordering, setup, and breakdown.
  • Perform administrative tasks such as scanning, printing, mailing, processing invoices, and handling expense reimbursements.
  • Foster strong working relationships with lawyers, staff, clients, and service departments (Catering, Office Services, ITS).
  • Communicate promptly with management regarding client service or operational issues.


Qualifications

Experience:

  • Minimum 3 years of front desk experience in a professional environment; experience in a law firm is preferred.

Technical Skills:

  • Proficiency in Microsoft Word, Excel, and PowerPoint.
  • Familiarity with EMS or similar reservation systems.
  • Basic knowledge of AV systems for meeting support.

Soft Skills:

  • Strong organizational skills and attention to detail.
  • Excellent verbal and written communication skills.
  • Ability to multitask and manage time effectively in a fast-paced environment.
  • Outstanding interpersonal skills to address and resolve client issues.

Other Requirements:

  • Flexibility to work alternative shifts, weekends, holidays, and overtime as needed.
  • Team-oriented mindset with the ability to collaborate effectively with co-workers and service departments.

Additional Responsibilities

  • Manage visitor offices, including scheduling and tracking.
  • Ensure accurate guest registration records.
  • Monitor security alerts and notify the appropriate teams as needed.
  • Operate coffee and Nespresso machines; deliver beverages to meetings or waiting areas.
  • Replenish meeting, food, and beverage inventories proactively.

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