Conference Center Coordinator

ABOUT JENNER & BLOCK

Jenner & Block LLP is a law firm with global reach, with offices in Century City, Chicago, London, Los Angeles, New York, San Francisco, and Washington, DC. The firm is known for its prominent and successful litigation practice, global investigations practice, regulatory and government controversies work, and experience handling sophisticated and high-profile corporate transactions. Its clients include Fortune 100 companies, technology companies, large privately held corporations, emerging companies, Native American tribes, and venture capital and private equity investors. The American Lawyer has recognized Jenner & Block as the No. 1 pro bono firm in the United States 10 times.

OVERVIEW

Under the general supervision of the Office Manager, the Conference Center Coordinator is responsible for: providing world class reception and hospitality services for the local office, assisting with office and facilities operations, providing administrative overflow support to practice assistants, providing administrative assistance to office manager, and providing highly flexible service to attorneys.

ESSENTIAL JOB FUNCTIONS

Act as first point of contact for guests, delivering a high level of professional service, assisting where appropriate, and coordinating specialized assistance as required.

Performs all duties associated with reception services including but not limited to: answering phones, taking and delivering accurate messages, welcoming visitors, tracking access cards, coordinating meals, and other tasks and duties that comport with serving clients in a premier-level professional services firm. Creates a positive, welcoming impression in all interactions.

Manages booking of conference areas and guest offices; ensures that conference rooms and guest offices are neat and orderly. Liaises with office services, IT, legal support staff, and other departments to ensure that rooms and offices are stocked and requested services are provided, and that any needed equipment is in place. Orders lunches/refreshments for meetings and events.

Keeps accurate and up-to-date lists of Firm personnel, floor maps, and security lists.

Helps to coordinate the local office safety efforts; serves on the office safety team.

In collaboration with Office Manager, co-leads planning and coordination of all services related to office meetings and events in the San Francisco office.

Responsible for ensuring that all pantries and kitchens are maintained and stocked appropriately, including effective inventory management.

May serve as on the ground support for hosted events both onsite and at local venues within the San Francisco area, as needed. Flexibility to work outside of regular schedule to support events.

Maintains, applies, and demonstrates a thorough knowledge of Firm procedures and practices to ensure questions are anticipated, answered, and resolved and that best-inclass services are delivered to guests and personnel.

Locates information for clients and personnel using available research tools, including electronic data, firm intranet, and other available resources. Appropriately seeks guidance to resolve more complex questions while retaining responsibility for resolution.

Establishes and maintains key catering vendor relationships to ensure that the office receives the best possible service and per-person pricing.

Establishes excellent working relationships with building manager and building staff. Serves as onsite liaison with building staff.

Responsible for ensuring that periodic equipment checks are coordinated and performed, liaising with vendors when required. 1

Works with Office Manager to identify and recommend areas for office community development and coordinates these initiatives.

Responsible for coordination of new hire orientation including scheduling, greeting new hire, initial onboarding and conducting portions of orientation, assembling new hire packets, conference room coordination, and follow-up.

Provides a wide range of administrative support relating to office operations, client service capabilities, and in maintaining office culture.

Aids with administrative tasks, which may include handling and management of confidential information and entering this information into related internal databases.

Develop and maintain administrative reports and databases as requested by Office Manager. Develop reports in response to specific office, management, and client needs.

Ensure timely preparation and submissions of invoices and processing of expenses and vendor payments, ensuring adherence to Firm policies and procedures.

CLIENT SERVICE, CONFIDENTIALITY, AND SAFETY

Consistently promote and model the Firm's Client Service Principles in leadership, teamwork, work product, and personal interaction.

Ensure compliance with the Firm's Information Handling Policy, including safeguarding confidential and personal information, and reporting any suspected breach appropriately and immediately.

Adhere to the Firm’s General Safety Practices and any unique safety practices for department and building.

Other duties as assigned.

QUALIFICATIONS

Education and Experience

Bachelor’s degree strongly preferred.

Three or more years of experience in a front-line client service position; previous experience in the hospitality industry or in reception for a professional services firm a plus.

Proficiency in Microsoft Word, Excel and PowerPoint.

Teamwork and Applied Skills

Highly professional appearance and interpersonal style; ability to communicate positively and effectively with all levels in a diverse, client-first environment.

Superior client service focus and the ability to inspire and achieve client service in a teamwork setting.

Strong problem-solving capabilities, and the ability to provide responsive solutions where precedents may not exist.

Excellent attention to detail and follow-through capabilities.

Ability to work under pressure and to provide responsive client service under sometimes stressful conditions.

Ability to retain and recall detailed information.

Ability to keep confidential any information, observations, or viewpoints regarding Firm personnel or matters.

Excellent verbal and written communication skills. Ability to communicate effectively and tactfully with individuals at all levels within and outside the Firm and to build effective internal and external relationships.

Consistently promote and model the Firm's values in leadership, teamwork, work product, and personal interaction

Jenner & Block LLP is an equal opportunity employer. Recruitment and employment decisions are not made on the basis of an individual’s race, color, creed, religion, national origin, ancestry, citizenship status, age, non-disqualifying physical or mental disability or medical condition, genetic information, sexual orientation, sex, gender identity and/or expression, pregnancy, childbirth, breastfeeding or related medical conditions, arrest record, matriculation, personal appearance, political affiliation, marital, parental, veteran, military, or order of protection status, or any other protected status or that of their relatives, friends, or associates.