Conference Room Coordinator

Number one ranked law firm in their field is looking to hire a new Conference Room Coordinator to help manage their Conference Rooms and front-of-house responsibilities.

Salary £32,500
Varied and Autonomous role
9am - 5.30pm

Our Conference Room Coordinator position is a varied role, with 70% of the position being taken up with the organisation, stocking, set-up and clearing of the Conference Rooms plus ensuring the relevant stock levels are ready for future meetings where you will be responsible to liaise with the third-party vendors to ensure stock levels are correct and monitored in addition to general stationery.  Also, this Conference Room Coordinator will be the first point of contact for all guests entering the building, whilst not sitting at a traditional reception desk you will be tasked to meet and greet clients once they arrive from the external ground floor reception and to show them to their correct Conference Room which this person will have set up and will cater for.

Additional Conference Room Coordinator duties will include but are not limited to:

• Providing administrative support to the Office Manager with regard to the facilities management of the office.
• Ordering takeaway deliveries
• Facilitating the shredding of confidential documents.
• Re-setting meeting rooms once meetings have finished.
• Dealing with incoming deliveries, being a contact point for the building’s reception team in respect of incoming post and couriers, arranging distribution of post internally.
• Booking couriers and sending outgoing post.
• Answering incoming telephone calls, assisting where appropriate and/or taking messages.
• Organising video-conferences using the firm’s VC software, coordinating with external participants and the IT team where necessary.
• Assisting the PA team with ad hoc administrative support to the fee-earning team as and when required.  Typical duties may include (but are not limited to) processing expense claims, printing and collating documents into legal bundles, scanning, booking taxis and archiving confidential legal files for off-site storage.
• Developing and maintaining good relationships with partners, associates and all staff members.

The Conference Room Coordinator will possess:

• Prior experience of working in an office environment
• Effective communication, both orally and in writing.
• Friendly and professional demeanor, demonstrating high levels of client care, and having excellent organisational and time management skills • Experience and willingness to provide a top-class catering service to guests
• The ability to work efficiently and, at times under pressure.
• Excellent organisational skills and attention to detail.
• Experience of prioritising their workload in order to juggle conflicting demands and meet deadlines.
• Proficiency with Microsoft Office programs.
• Excellent customer service to both internal and external clients.
• A positive attitude and effective collaboration.

Previous Conference Room and/or reception experience would be ideal however an attitude of no job too big nor too small is a must as is the capacity to lift heavy items, multi-tasking and communicating well and being able to operate and work with a smile on your face.