Client Service Coordinator Palo Alto, CA
Summary As a Client Service Coordinator, you will play a crucial role in delivering exceptional service to lawyers, clients, staff, and visitors who utilize our conference center. This role involves managing all facets of conference room scheduling through our Event Management Software System (EMS), handling reservations and confirmations, orchestrating meeting setups, coordinating catering options, and consistently monitoring conference room availability to ensure seamless experiences.
Duties and Responsibilities - Exhibit a high level of professionalism when engaging with lawyers, clients, staff, and visitors utilizing conference center services.
- Efficiently manage telephone communications, directing calls and inquiries to the appropriate parties.
- Maintain a hospitable and concierge-style service in the conference center to assist with any needs of lawyers, staff, clients, and visitors.
- Schedule and adjust meetings and conference room bookings, ensuring catering, room setup, and equipment needs are covered.
- Collaborate closely with conference room requestors to gather essential data for reservations and input them into EMS.
- Thoroughly understand each conference room's specifications, including seating capacity and audio-visual capabilities, ensuring appropriate room selection for various meetings.
- Track and coordinate visitor office assignments as needed.
- Assist lawyers, clients, staff, and visitors in making special arrangements, including transportation, dining, travel, and accommodation.
- Respond promptly and accurately to all requests and inquiries.
- Cultivate strong working relationships with lawyers, staff, and clients.
- Ensure that guest registration is thoroughly processed for all visitors.
- Manage workplace security by issuing visitor badges and monitoring safety protocols, escalating alerts to Firm Security as necessary.
- Handle administrative tasks including scanning, copying, printing, mailing, and other related duties.
- Prepare and deliver coffee and refreshments to client meetings or waiting areas.
- Coordinate catering services for events, overseeing the complete process from order placement to setup and breakdown.
- Schedule cleaning for Conference Center and Visitor Offices with relevant departments.
- Maintain cleanliness and organization in reception areas, conference rooms, and the kitchen pantry; replenish supplies as needed.
- Provide proactive feedback to management regarding any client services or conference center concerns.
- Process invoices, reimbursements, and time entries, along with any other assigned administrative duties.
- Ensure punctual attendance and regular work hours.
- Additional duties as assigned, all while upholding the highest standards of confidentiality, discretion, and integrity regarding sensitive firm and client information.
Qualifications - Strong background in client services, with a focus on organization, initiative, and attention to detail.
- Ability to thrive in a high-volume work environment, demonstrating excellent time management and multitasking capabilities.
- Outstanding verbal and written communication skills, particularly strong interpersonal skills with the ability to listen and resolve issues effectively.
- Familiarity with document management and proficiency in software such as Word, Excel, and PowerPoint for creating and editing documents and basic spreadsheets.
- General knowledge of audio-visual systems to facilitate basic setups for meetings.
- Proficient in operating and troubleshooting standard office equipment, including fax machines and copiers.
- A minimum of three years of experience at the front desk in a professional setting; experience in a law firm is preferred.
- A willingness to learn and effectively utilize the EMS reservation system.
- Flexibility to work varying shifts and share overtime as needed for adequate coverage during weekdays, weekends, holidays, and special events.
- Ability to collaborate harmoniously with co-workers and departments that support the conference center services, such as Catering and Office Services.
Salary Range: $50,000.00 - $70,000.00, plus overtime and bonuses based on experience.
Workplace Type: Onsite