Conference Services Support Specialist in Chicago, IL

Law Firm

Chicago, IL

Conference Services Support Specialist in Chicago, IL

Law Firm Non Legal Department

Min 2 yrs required

No

Job Title: Conference Services Support Specialist

Job Responsibilities:
- Reception desk responsibilities, including handling and directing incoming calls, welcoming clients and visitors, and coordinating guest office and team room assignments for internal personnel.
- Oversees conference room scheduling by processing new reservations, approving pending requests, modifying meeting locations as needed, communicating updates to relevant parties, and ensuring the accuracy of the reservation system.
- Monitors and supports meetings and events in the Conference Center to ensure rooms are properly prepared and align with law firm standards; ensures IT support is notified of any technical needs and may assist with video conferencing setup as time permits.
- Completes weekly inspection of conference rooms, team rooms, visiting attorney offices, and common areas, providing detailed cleaning and necessary maintenance service, and reporting status to management.
- Coordinates food and beverage arrangements, serving as a liaison between clients and third-party catering vendors; proactively enters and updates catering details in the reservation system.
- Manages meeting and event set-up and tear-down responsibilities, including food and beverage preparation and clean-up, furniture movement, and supply placement and removal.
- Follows security protocol and procedures for visitors and vendors; maintains knowledge of emergency procedures and participates as part of the Building Evacuation Team.
- Communicates requests to the appropriate law firm or property management personnel in a timely manner, including building maintenance requests, information technology requests, and conference room supply requests.
- Performs additional duties as directed.

Education and Experience Information:
- High school diploma or GED required.
- 2 or more years of related experience in the hospitality industry, including event planning experience.
- Excellent written and verbal communication skills.
- Ability to work non-traditional hours and/or overtime as required to meet the needs of the conference center.
- Ability to work well and cohesively in a team environment.
- Professional appearance and demeanor appropriate to a corporate environment; self-starter and proactive.
- Ability to manage multiple tasks while setting appropriate priorities to achieve goals.
- Capacity to think critically and handle emergency situations, demonstrating sound judgment under pressure and accountability when collaborating with a team.
- Working knowledge of MS Office.
- Ability to learn law firm-specific applications, including conference room scheduling software, document management, and other applications. Experience setting up video conferencing is a plus.

Salary Information:
- Minimum salary: USD $38,
- Maximum salary: USD $58,