Job Details

Our client, a multinational law firm, is seeking an Administrative Coordinator to support their team in San Francisco!

Client Events & Meetings Coordination:

• Planning and Execution: Work closely with Office Services Manager and Conference Center Specialists to plan and execute client events/meetings according to Firm standards.
• On-Site Support: Provide on-site support as needed, including weekends and evenings. Organize Town Hall meetings and ensure details are communicated to relevant departments.
• Pre-Meeting Checks: Ensure meeting rooms are set up correctly with food and beverage services. Address last-minute issues during large meetings and events.
• Record Keeping: Maintain organized records of all events using Accruent software. Develop floorplans for Town Hall events.
• Communication: Participate in weekly meetings to discuss upcoming meetings and events. Send reports to departments regarding upcoming events and other details.

Backup for Conference Center Specialists:

• Coverage: Serve as primary backup for Conference Specialists during their absence. Cover Reception duties such as answering phones, booking rooms, responding to inquiries, and problem-solving.
• Learning Role: Learn all aspects of the Conference Center to provide full support to the team.

Conference Center Greeting:

• Professionalism: Ensure visitors receive a professional greeting. Maintain high standards of grooming and communication.
• Connecting Visitors: Connect visitors with appropriate personnel, locate information as needed, and recommend solutions.
• Knowledge of Personnel: Use knowledge of Firm personnel to greet by name San Francisco Office partners and management.
• Event Organization: Act as primary contact for office guests. Organize and execute Town Hall events, developing positive relationships with clients and vendors.

Conference Center Knowledge:

• Firm Procedures: Maintain thorough knowledge of Firm procedures to answer questions and resolve issues.
• Client Trust: Build trust with clients by resolving routine and non-routine questions related to the Conference Center.
• Information Retrieval: Use available research tools to locate information for clients and personnel.

Conference Center Maintenance:

• Cleanliness: Ensure Conference Center areas are clean and professional.
• Deliveries: Quickly remove deliveries from the reception area.
• Room Monitoring: Monitor conference room and visitor needs throughout the day, providing assistance as needed.

Technology Support:

• Technical Assistance: Provide first-level assistance on Conference Center technology, including troubleshooting and coordination with Technology Services.
• Utilities Support: Support Conference Center utilities such as lights, audio-visual equipment, and HVAC.
• Software Knowledge: Maintain knowledge of relevant Conference Center software.
• Internet Research: Use Internet research to solve visitor and personnel needs