Conference Services Assistant

Essential Duties and Responsibilities

• Meet and greet visitors and notify proper personnel of arrival.
• Receive incoming calls on multi-line switchboard and accurately facilitate calls.
• Provide superb customer service to internal and external clients / visitors.
• Provide concierge service, assist with deliveries, courier services, hotel, restaurant and transportation needs.
• Maintain exemplary appearance of conference rooms.
• Schedule heavy volume of meeting room and hotel office requests.
• Provide food menu options and suggestions to those requiring meals during meetings.
• Provide confirmation of meeting and conference room details using AgilQuest.
• Prepare detailed reports of existing and upcoming meetings and confirmation schedules.
• Coordinate with the IT department when audio visual equipment is requested for a meeting or when visitors need computer / docking stations and / or wireless access codes.
• Ensure accuracy of room configuration, IT, and catering of scheduled meetings.
• Place catering orders with vendors, verify orders 24 hours prior to scheduled arrival and confirm accuracy of order upon arrival.
• Use sound judgment to prioritize space and logistics to accommodate demands for conference rooms.
• Monitor and perform parking validation.
• Issue visitor badges responsibly and maintain visitor badge log.
• Perform routine filing and record keeping maintenance.
• Provide customer support for Business Center, printing, copying, wireless access.
• Maintain the Business Center
• Update floor maps, phone directories and other internal lists.
• Create name tags for meetings.
• Prepare weekly visitor log.
• Assists in monitoring, reconciling, and tracking catering expenses and submitting electronically for payment including department card.
• Assist with in office events, firm parties, monthly treats, etc.
• Assist with other tasks and duties as assigned by Conference Services Coordinator and Office Administrator.

Qualifications

• Minimum of one to three years customer service experience in a large office environment and / or experience with corporate meeting planning is required.
• Accurate keyboard skills and proficiency in Outlook, Microsoft Word, PowerPoint and Excel are required.
• Computer aptitude and ability to master other Firm software.
• Working knowledge of Cisco Call Manager Attendant Console and AgilQuest or other meeting room reservation software is preferred.
• Strong verbal and written skills are required.
• Must be able to reconcile invoices and department credit card, performing related mathematical computations.
• Must be pro-active self-starter, with desire to provide first-rate customer service.
• Must work well in a team environment.
• Attention to detail is required and ability to troubleshoot issues in an effort to prevent or solve problems.
• Sound judgment and logical decision-making are critical in this position.
• Must have ability to multitask with high degree of accuracy and efficiency.
• Must be able to organize and prioritize numerous tasks and complete them under time constraints.
• Strong interpersonal skills are necessary in order to communicate by phone with attorneys, staff and vendors.

Extent of Contact (Within and outside the Firm)

• Extensive daily contact with lawyers, staff and colleagues.
• Frequent contact with outside vendors.
• Potential contact with candidates for permanent or summer employment.

Physical Demands

• Must be able to effectively communicate in person and via telephone with clients, external vendors and building management.
• Must be able to routinely lift and carry items weighing up to 10 pounds.
• Must be able to sit or stand for long periods of time.
• Must be able to lift, squat, kneel and bend.
• Must be able to retrieve and replace objects from high shelves using appropriate step ladder.
• Must be able to concentrate and work at a computer and switchboard for several hours without a break.

Working Conditions and Environment

• Fully vaccinated for COVID-19, subject to accommodation.
• This role is performed 100% in the Dallas office.
• Work is normally performed in a standard office environment, but may, on occasion, involve moderate exposure to dust, dirt and / or extreme temperature.
• Position is full-time and requires a five-day work week and standard hours as outlined in the firm policy manual. Must be available to work overtime, to perform the essential duties of the position.

Baker Botts