Conference Center Coordinator

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Conference Center Coordinator

The candidate will greet and direct visitors upon arrival. Reserve conference room space for the firm employees using the scheduling software. Rooms are requested via email, phone and in-person. Communicate with the relevant teams / departments regarding each reservation (audio visual, catering, room set, etc.). Maintain knowledge of conference room availability on an on-going basis through use of conference center scheduling software and monitor conference room bookings date is entered correctly (i.e. function start/end times are used with setup/breakdown buffers, enough time is allowed between functions, appropriate sized rooms are assigned for the number of listed participants, catering needs and outside guests are noted, audio/visual needs are requested). Assist the Conference Center Manager in regard to managing the reservations, i.e. moving scheduled meetings to more appropriate and or necessary rooms. Confirm reservation status prior to the event date. Monitor the ongoing status of conference center space to ensure rooms are being cleaned and reset in a timely manner for future bookings. Monitor receipt of guest lists for all large functions to ensure guest names can be entered into the building visitor badge system prior the scheduled function start time. Practice proper security and COVID-19 procedures. Maintain the COVID / Visitor List function: send all guests the firm COVID Attestation survey prior to their arrival. Once their survey is completed and received, if appropriate add them to the visitor log. Follow up with guests who’ve received the survey but haven’t completed it. Maintain a log of all guests and the date of their visit. Notify building management/security regarding early morning, evening, and weekend events and start / end times. Act as a liaison between administrative departments (Catering, Audio/Visual, Mailroom, etc.) for meeting set-up and breakdown purposes. Create weekly large event listings and send to relevant departments. Provide assistance to personnel to ensure catering orders are submitted to Catering in a timely manner for scheduled events. Compare the daily catering list to the conference room booking list to ensure the correct room locations are listed in the catering listing and that food has been ordered for all large events. If any meeting locations need to be revised or if any meetings have been cancelled, notify Catering staff. Attend weekly set up meetings with the Conference Center Manager to be aware of relevant details pertaining to upcoming events. Maintain spreadsheet detailing firm functions with outside guests. Walk through each 45th floor conference room each morning to check for housekeeping issues, supplies, etc. Refer to the Conference Room Checklist. Maintain and stock the office supplies in each 45th floor conference room. Refer to the Conference Room Checklist. Complete the internal the firm “Bill Back” process (for employee personal use of copiers, UPS, telephone and mail). Monitor lighting and other maintenance issues throughout the 45th floor on a daily basis. Communicate any issues (furniture, lights, leaking, trash, facility damage, etc.) to facilities and the Conference Center Manager. Refer to the Conference Room Checklist. Organize and disseminate information to all administration departments through email and memos in a professional and timely manner. Assist the Conference Center Manager as needed. Other tasks as required. College degree is preferred. Should have meeting / hospitality / event planning experience, preferably in a law firm or professional service environment.

Company info

Jenner & Block, L.L.P.
353 N. Clark St.
Chicago
Illinois
United States 60654
Website : https://jenner.com/