Administrative Coordinator

The Phoenix GroupCA, United States

28 days ago

Job type

Full-time

Job description

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