Office Coordinator

Our client, a multinational law firm, is seeking an Office 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
2 hours ago