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Conference Services Assistant

2 months ago

Dallas, United States Baker Botts Full time

Baker Botts has an immediate opening for a positive, energetic Conference Services Assistant. With limited supervision, this position is responsible for a variety of receptionist and administrative duties for the conference center, including representing the firm professionally while greeting external and internal guests at the reception desk and on the phone, maintaining the reception area and all conference rooms, providing superb service to clients, visitors, internal customers and supporting other departments as needed. This is a full-time, non-exempt position with excellent benefits.

Essential Duties and Responsibilities

  • Meet and greet visitors and notify proper personnel of arrival.
  • Receive incoming calls on multi-line switchboard and accurately facilitate calls.
  • Provide superb customer service to internal and external clients/visitors.
  • Provide concierge service, assist with deliveries, courier services, hotel, restaurant and transportation needs.
  • Maintain exemplary appearance of conference rooms.
  • Schedule heavy volume of meeting room and hotel office requests.
  • Provide food menu options and suggestions to those requiring meals during meetings.
  • Provide confirmation of meeting and conference room details using AgilQuest.
  • Prepare detailed reports of existing and upcoming meetings and confirmation schedules.
  • Coordinate with the IT department when audio visual equipment is requested for a meeting or when visitors need computer /docking stations and/or wireless access codes.
  • Ensure accuracy of room configuration, IT, and catering of scheduled meetings.
  • Place catering orders with vendors, verify orders 24 hours prior to scheduled arrival and confirm accuracy of order upon arrival.
  • Use sound judgment to prioritize space and logistics to accommodate demands for conference rooms.
  • Monitor and perform parking validation.
  • Issue visitor badges responsibly and maintain visitor badge log.
  • Perform routine filing and record keeping maintenance.
  • Provide customer support for Business Center, i.e. printing, copying, wireless access.
  • Maintain the Business Center
  • Update floor maps, phone directories and other internal lists.
  • Create name tags for meetings.
  • Prepare weekly visitor log.
  • Assists in monitoring, reconciling, and tracking catering expenses and submitting electronically for payment including department card.
  • Assist with in office events, firm parties, monthly treats, etc.
  • Assist with other tasks and duties as assigned by Conference Services Coordinator and Office Administrator.
Qualifications
  • Minimum of one to three years customer service experience in a large office environment and/or experience with corporate meeting planning is required.
  • Accurate keyboard skills and proficiency in Outlook, Microsoft Word, PowerPoint and Excel are required.
  • Computer aptitude and ability to master other Firm software.
  • Working knowledge of Cisco Call Manager Attendant Console and AgilQuest or other meeting room reservation software is preferred.
  • Strong verbal and written skills are required.
  • Must be able to reconcile invoices and department credit card, performing related mathematical computations.
  • Must be pro-active self-starter, with desire to provide first-rate customer service.
  • Must work well in a team environment.
  • Attention to detail is required and ability to troubleshoot issues in an effort to prevent or solve problems.
  • Sound judgment and logical decision-making are critical in this position.
  • Must have ability to multitask with high degree of accuracy and efficiency.
  • Must be able to organize and prioritize numerous tasks and complete them under time constraints.
  • Strong interpersonal skills are necessary in order to communicate by phone with attorneys, staff and vendors.
Extent of Contact (Within and outside the Firm)
  • Extensive daily contact with lawyers, staff and colleagues.
  • Frequent contact with outside vendors.
  • Potential contact with candidates for permanent or summer employment.
Physical Demands
  • Must be able to effectively communicate in person and via telephone with clients, external vendors and building management.
  • Must be able to routinely lift and carry items weighing up to 10 pounds.
  • Must be able to sit or stand for long periods of time.
  • Must be able to lift, squat, kneel and bend.
  • Must be able to retrieve and replace objects from high shelves using appropriate step ladder.
  • Must be able to concentrate and work at a computer and switchboard for several hours without a break.
Working Conditions and Environment
  • Fully vaccinated for COVID-19, subject to accommodation.
  • This role is performed 100% in the Dallas office.
  • Work is normally performed in a standard office environment, but may, on occasion, involve moderate exposure to dust, dirt and/or extreme temperature.
  • Position is full-time and requires a five-day work week and standard hours as outlined in the firm policy manual. Must be available to work overtime, to perform the essential duties of the position.

Baker Botts is committed to cultivating a culture where our attorneys and staff thrive professionally and personally. We are proud to offer a comprehensive benefits program designed to support and enhance the overall wellbeing of our employees and their families.

Baker Botts L.L.P.is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, gender, sex, age, religion, creed, national origin, citizenship, marital status, sexual orientation, disability, medical condition, military and veteran status, gender identity or expression, genetic information or any other basis protected by federal, state or local law.