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Client Services Specialist
This Administrative Specialist will provide high quality service to the lawyers, clients, staff, and visitors who require conference center services at this large law firm. This includes all aspects of conference room scheduling using the Event Management Software System (EMS), including reservations, confirmations, meeting set up, coordinating catering services and regularly monitoring conference room availability. Ensure the accurate and timely communication to and from lawyers, clients, staff and visitors and those departments involved in providing service to the conference center. Use of experience and judgment to effectively assist lawyers, clients, staff and visitors in preparing for and holding meetings.
Duties include: Maintaining the highest level of professionalism when interacting with lawyers, clients, staff and visitors who require conference center and other services. Answering, screening, directing and placing telephone calls and directing lawyers, clients, staff and visitors to appropriate destinations. Maintaining a hospitality/concierge style level of service in the Conference Center. Scheduling and rescheduling meetings and conference rooms including coordinating catering, room set up and equipment needs with other departments that provide service to the conference center. Assisting lawyers, clients, staff and visitors with requests for special arrangements or services, including transportation, restaurant, travel and lodging. Assisting lawyers, staff and visitors with basic technology and audio-visual equipment such as laptops, telephones and lighting as necessary for presentations, etc.
Requirements include: Strong client services background, with emphasis on organization, initiative and attention to detail. Excellent verbal and written communication skills with emphasis on exceptional interpersonal communication skills, excellent time management and multi-tasking skills. Ability to perform moderate document management with a working knowledge of various software packages such as Word, Excel and PowerPoint; including but not limited to, Word - creating and editing documents; Excel - creating basic spread sheets or editing existing documents; PowerPoint - editing and loading existing document onto laptops for meetings. Ability to learn and utilize EMS system.
Minimum 2 years front desk experience in a professional environment required, law firm experience preferred.
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