Client & Conference Services Coordinator

Hinckley Allen is seeking a Client & Conference Services Coordinator to join our team in our Fort Lauderdale, FL office. The Client & Conference Services Coordinator is responsible for all administrative functions associated with conference scheduling, catered events, welcoming guests and other administrative projects as assigned. The position is part of a fast-paced team and requires an individual with a strong attention to detail, excellent multi-tasking skills and a high proficiency for learning new software systems. This person is often the first to meet and greet clients and guests, and the last person they will see upon departure. Strong candidates must maintain a professional appearance and personality at all times, be comfortable communicating with our guests and present a high level service approach to the position at all times.Essential Duties and Responsibilities:Meets and greets clients and visitors.Utilizes and maintains the Firm’s conference room reservation system for their offices to reserve the appropriate conference rooms and visitor offices on a daily basis.Reviews daily/weekly/monthly schedule to determine the specific needs of each meeting.Contacts meeting owners/schedulers with questions, confirmations, changes, etc. as necessary.Ensures all meeting service requirements have been met before meetings begin.Manages daily reservation reports for Office Services and IT staff to ensure all meetings are carried out with the proper equipment and required resources. Runs reports for the department as needed.Oversees most, if not all, catering needs for conference meetings with clients, internal meetings and other event planning to take place in the conference rooms.Answers all calls that come through the main number in a pleasant and professional manner.Answers general questions, routes calls, take messages and forwards to appropriate attorneys and staff members.Maintains and monitors parking records of attorneys, staff, clients and guests. Provides approval and/or access to our floor through building security.Distributes daily e-mail of visitors for respective locations and posts on intranet.Maintains the organizational appearance and inventory of materials for the reception and waiting area lobby to support efficient operations in compliance with established standards.Assists with event planning as needed.May assist in the planning of Office Socials with Office Administrator’s and/or Office Services Manager’s approval.Trains Administrative Assistants and Office Assistants to manage front desk and phones in their absence.Prepares check requests for all meals ordered and forwards to Office Administrator or Office Services Manager for approval. Tracks and monitors where each meal request is billed.Assists with mailings, Word and Excel, and basic project overflow.Employee must perform all duties with minimal supervision.Required Qualifications – Knowledge, Skills and Abilities:College degree or equivalent combination of education, training and/or experience required.Excellent written and verbal communication skills a must with the ability to communicate clearly over the telephone as well as in person.Familiarity with multi-line phone systems.Strong customer service skills: courteous, professional, articulate and outgoing.Ability to work in a fast-paced environment.Ability to set priorities, handle multiple tasks simultaneously, and work independently with minimal supervision.Ability to handle sensitive and/or confidential information appropriately.Capacity to learn quickly, take initiative and manage work flow while ensuring accuracy.Work overtime when required to perform essential office services responsibilities of the position.Salary Range: $37,000-42,500. The specific compensation for this role will be determined based on education, experience, and skill set of the individual selected for the position.Hinckley Allen is an equal opportunity employer and makes employment decisions without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, veteran status or any other protected status.