Conference Center Coordinator

At K&L Gates, we are looking for smart, imaginative and hard-working people with diverse backgrounds, experiences and ideas to join us. Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.

About the role

This role oversees and coordinates the daily operation of the reception/switchboard, conference rooms, and catering functions of the office. Other responsibilities can include providing administrative and office services support, and performing any duties as assigned to assure continuity of office support for the location.

Responsibilities

• Oversees and coordinates daily reception desk operations, including greeting and directing visitors, ensuring appropriate security measures (issuing security passes and maintaining the firm's security pass register), and timely and courteous answering of the multi-line switchboard system.
• Oversees and coordinates the activities of all location conference rooms, including scheduling meeting facilities, coordinating food and beverages, ensuring ongoing cleanliness, monitoring temperature and lighting controls, and coordinating audio-visual needs.
• Provides specific audio-visual support or liaises with specialists for technology meeting needs, depending on location requirements.
• Oversees and coordinates food and beverage services for the office, ranging from simple kitchen supplies to significant catered events.
• Supervises staff to ensure client services functions are completed in a timely manner, providing regular feedback and assisting in performance reviews.
• Orders, tracks, and maintains inventories of office supplies and provides other clerical or office support duties where there is no dedicated Office Services team.
• Acts as the location emergency response leader, coordinating safety drills, maintaining safety procedures, and managing safety and emergency equipment if required.
• Provides facilities support, including moving furniture and supplies, coordinating deliveries and freight services, setting up/breaking down meeting spaces, and maintaining a clean, safe, and professional office space.
• Oversees work schedules for assigned functions to meet firm needs with effective working relationships.
• Provides limited clerical support using common software such as scheduling software, Microsoft Outlook, Word, and Excel.
• Performs all duties required and assigned to ensure efficient support to the lawyers and clients of the firm.
• Participates in local and national team meetings.
• Acts as the firm's super-user for the AMEX travel system, managing online travel and accommodation bookings.
• Assists with ad hoc administrative and other tasks as required or requested by the Manager of Office Services and Facilities and/or Corporate Services Manager.

Requirements

• High School diploma or General Education Degree.
• At least two or more years of experience working in a client services/reception-based role within a professional services or related office environment, in addition to extensive customer service experience.
• Takes a diplomatic approach when interacting with clients and staff, maintaining a high level of professionalism and professional dress.
• Basic proficiency with conference room scheduling software, Microsoft Office (Outlook, Word, Excel), audio-visual equipment, telephone conferencing, and computerized lighting/temperature control/window shade systems.
• Proficiency with multifunction devices and other office equipment.
• Ability to work independently and within a team.
• Ability to effectively supervise others.
• Ability to initiate, organize, prioritize, and complete numerous tasks by deadline dates, ensuring exceptional customer service.
• Excellent interpersonal skills to work with a variety of personalities (both internal and external) to achieve successful collective outcomes.
• Ability to establish and maintain effective working relationships with all contacts.
• Ability to function effectively in confidential situations, think clearly, maintain confidentiality, and use prudent judgment.
• Ability to follow oral and written instructions.
• Flexible approach to the work environment and full reliability both during and outside normal business hours to ensure functions of the position are met.

Additional Abilities

• This job operates in an office setting, requiring routine use of a computer and other standard office equipment.
• Ability to open file cabinets, lift files, bend, and stand on a stool.
• Requires lifting up to 40 pounds for movement and delivery of equipment, tables, files, etc.
• Frequently works in a fast-paced environment with unscheduled interruptions.
• Responsibilities may require adjusted work schedules, overtime, and evening/weekend hours to meet firm needs.
• Carries out responsibilities in an honest, ethical, and professional manner.
• Must observe confidentiality on all client matters and adhere to procedures and guidelines set by all departments of the firm.

Pay

Salary: $55,356 - $83,042/year. The compensation for this position will be determined during the interview process and will vary based on multiple factors, including but not limited to prior experience, relevant expertise, current business needs, and market factors.

About the Firm

K&L Gates is a fully integrated global law firm with lawyers located in more than 40 offices. We have experienced dramatic growth in the past decade and now rank among the largest U.S.-based law firms in the world. We take pride in constantly striving for innovation, imagination, and an entrepreneurial spirit. We come up with big ideas and then roll up our sleeves to get the job done, guiding our clients through their most complex issues in a variety of industry sectors and across multiple regions of the world.

The industry recognition the firm has garnered emanates from the foundation of a global community aligned on behalf of our clients. The people at K&L Gates are committed to working together to create a legacy for each other, the firm, our clients, and the communities in which we serve. We thrive in an inclusive and socially conscious environment that embraces diversity and takes a holistic approach to the career evolution of all our professionals.