Legal Staff Other in Dallas, TX

Law Firm

Dallas, TX

Legal Staff Other in Dallas, TX

Legal Staff

Min 3 yrs required

No

Job Title: Conference Services Coordinator

Job Responsibilities:
- Oversee day-to-day operations of the law firm's Conference Services and Reception teams.
- Maintain expertise in tasks or services provided by the department and delegate tasks as assigned.
- Set priorities and coordinate daily workflow for the department, ensuring quality and timely completion of assignments during regular and overtime/weekend hours as needed.
- Provide coaching and direction to the team on food service industry best practices and compliance with firm standards and protocols.
- Coordinate weekly team meetings to review upcoming events and discuss team dynamics.
- Manage the online Conference Room Scheduling system, with assistance from the Receptionist, to ensure proper meeting placement and make necessary adjustments.
- Coordinate all aspects of daily meetings, including fulfilling catering requests and ensuring service meets firm standards.
- Oversee amenity offerings, ensuring coffee hubs and pantry areas are stocked, cleaned, maintained, and inviting.
- Work closely with Catering Assistants to set up meals and events.
- Review and reconcile catering invoices in a timely manner.
- Manage the event lifecycle, meeting strict deadlines and budget demands.
- Maintain an inventory control system.
- Ensure the department is neat, safe, and orderly.
- Ensure all equipment is in proper working order and maintain knowledge of equipment operation.
- Facilitate communication within the department and liaise with other departments such as Information Technology, Marketing, Recruiting, Secretaries, Facilities, and the Office Administrator.
- Collaborate on the development and management of departmental budgets, contract obligations, and financial reconciliation for meetings and events.
- Manage event budgets, track expenses, and ensure cost-effective planning and execution.
- Monitor department productivity and make recommendations for optimizing efficiency.
- In conjunction with the Office Administrator, oversee department personnel, monitor attendance and performance issues, and conduct staff conferences as needed.
- Mentor assigned staff and assist in staff development; implement standards of excellence and customer service.
- Ensure departmental compliance with office and firm policies and legal obligations.
- Coordinate in-house events, including room scheduling, food and beverages, decor, special requests such as audio-visual needs, and third-party rental equipment.
- Provide event support to the Marketing and Recruiting departments and attorneys as needed.
- Provide coverage for the Reception desk, either personally or by delegating tasks within Conference Services.
- Provide coverage for Catering Assistant duties when they are unavailable or out of the office.

Education and Experience Information:
- required.
- Minimum of 3 years of previous food services/catering experience, preferably with heavy vendor contact.
- Supervisory experience preferred.
- Extensive knowledge of office procedures related to conference, catering, and event planning services.
- Ability to read, write, and speak English.
- Ability to read, comprehend, and follow instructions.
- Excellent oral communication skills.
- Thorough knowledge of the firm's email, calendar, and conference room reservation systems.
- Proficiency with equipment used regularly, including computers, copy machines, printers, kitchen appliances, and telephones.
- Ability to work independently, take initiative, set priorities, and see projects through to completion.
- Ability to meet deadlines and respond to changing priorities.
- Ability to handle multiple tasks simultaneously.
- Excellent judgment and common sense.
- Strong organizational and time management skills, including the ability to organize self and others.
- Strong analytical and problem-solving skills.
- Ability to perform clerical skills with a high degree of accuracy.
- Ability to work with a wide range of people in a team setting.
- Ability to establish effective working relationships within the department, office, and law firm.
- Ability to establish effective working relationships with clients, vendors, and others outside the firm.
- Ability to perform basic mathematical functions - add, subtract, multiply, divide.
- Strong service orientation.
- Legible handwriting.
- Excellent record-keeping skills.
- Commitment to professional growth.
- Reliable transportation to meet catering needs for meetings.

Salary Information:
- Not provided in the text.