The Client & Conference Services Coordinator is responsible for all administrative functions associated with reception, conference scheduling, office events, welcoming guests and other administrative projects as assigned. The Client & Conference Services Coordinator is also responsible for assisting with the time entry process, billing process, sending invoices to clients, addressing and solving client questions and issues relating to invoices, client intake process; maintain petty cash, and other clerical functions as needed.
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:
“Essential functions” are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.
· 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.
· Assists 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.
· Sends and files invoices for clients
· Manages account balances and monitor customer accounts
· Solves discrepancies and billing problems
· Sends reminders and follow ups on outstanding receivables
· Follows processes for client billing
· Maintains petty cash balances, disburses petty cash requests, reconciles all petty cash receipts with funds.
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.
· Strong attention to detail
· Proficient in Microsoft Office Suite, including Excel and Word
· Familiarity with 3E, InTapp Time and InTapp Open
· 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.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
While performing the duties of this job, the employee is required to sit for most of his/her job duties. There is the need to frequently walk including climbing stairs. There will be a moderate amount of standing, stooping, kneeling, bending, lifting and reaching for some of his/her job duties.
- Visual requirements include reading off a computer screen as well as printed materials. A high degree of dexterity is required due to frequent use of a telephone console.
- Verbal and auditory requirements include the ability to communicate clearly over the telephone as well as in person.
- There is a moderate level of grasping, lifting, pushing and/or pulling of objects of less than 25 lbs.
This Job Description is intended to describe the general content of and requirements for the performance of this position. The omission of specific statements of duties does not exclude them for the position if the work is similar, related or a reasonable requirement of the position. Additional duties may be assigned and requirements may vary from time to time.
This Job Description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer.
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 or protected veteran status.
Job Type: Full-time
Pay: $20.04 - $24.14 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Referral program
- Tuition reimbursement
- Vision insurance
Schedule:
Experience:
- Law office: 1 year (Required)
Ability to Relocate:
- Hartford, CT 06103: Relocate before starting work (Required)
Work Location: In person