Conference Services Coordinator

4 weeks ago

Houston, United States Mayer Brown Full time

Overview: Mayer Brown is an international law firm positioned to represent the worlds major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.

We are a collegial, collaborative, and diverse firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firms client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.

If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Office Services department in our Houston office as an Conference Services Coordinator.

The Conference Services Coordinator is primarily responsible for greeting guests at reception, coordinating all conference room bookings, ordering all catered food and arranging room set up with Office Services team.

Responsibilities: Essential Functions: Greet clients, vendors, applicants and other visitors as the first point of interaction Responsible for the detail tasks of the day-to-day activities of all conference rooms including the reservation process, coordinating the meeting space set up as well as beverage and food set ups, maintaining communication with various support departments (such as IT and Office Services) to centrally coordinate all requests Responsible for booking conference room reservations in NFS software Places conference room service requests and room set up in Big Hand Coordinates with Operations Manager on decisions concerning food ordered for events, maintaining relationships with caterers and vendors, adhering to budget constraints. Assures that the highest quality meal is provided and presented in a timely manner, matching the needs of the event Assist with daily attendance recordkeeping/visitor monthly attendance Uses keycard system to provide loaner keycards. Serves as backup to Operations Manager with additions/deletions in keycard system Maintains daily food order tracking document with costs Processes food order invoices through firm pcard system Processes Facilities/Operations invoices in Chrome River Coordinates car service for attorneys, visitors and provides parking validations Maintains professionalism at all times assuring hospitality-centered service Assists with other projects as assigned by Operations Manager or Director of Administration

Qualifications: Education/Training/Certifications: High School Diploma or equivalent preferred

Professional Experience: Must have prior Conference Services experience Knowledge of automated conference booking system preferred

Technical Skills: Proficiency in Microsoft Office products

Performance Traits : Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors Ability to work in a diverse team environment and effectively support the demanding needs of the Firm Ability to work under pressure, meet deadlines with shifting priorities Must be a self-starter with a high level of initiative Strong customer service skills, able to anticipate needs Strong attention to detail, organizational skills and the ability to handle multiple projects Maintains confidentiality and exercises discretion Exercises solid strategic thinking and problem-solving skills

Physical Requirements: May require occasional lifting of up to 40 lbs. Ability to stand for long periods of time

The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&D insurance, 401 (k) savings plan, back-up childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth.

Thank you for your interest in Mayer Brown. We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request a reasonable accommodation related to the application process and/or job interview, please email

uslateralrecruiting@mayerbrown.com . All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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