Conference Services Coordinator (DFM #616)

Company Confidential

High-profile, international law firm in Dallas is seeking a CONFERENCE SERVICES COORDINATOR to support the day-to-day operations of the Firm’s Conference Center along with overseeing the supervision of the Firm’s Catering Attendants and Conference Services Assistants to professionally represent the Firm at the point of first impression for all clients and visitors; in addition, provides excellent customer service in facilitating all arrangements for meeting rooms and coffee bars.

 

Essential Duties and Responsibilities:

  • Manages Conference Services staff – monitors time and attendance, prepares schedules, coordinates vacation and holiday preferences, devises and implements plan for work coverage, arranges training opportunities, holds daily and weekly meetings, orients new employees.
  • Responsible for maintaining department budget within Firm guidelines.
  • Responsible for monthly reconciliation of American Express bill.
  • Responsible for facilities maintenance of common areas.
  • Coordinates Conference Services staff to manage requests for, plan and execute flawless meetings, maintains presence on conference floor directing process for immediate, single, multi-day, recurring and/or extended meetings which may occur during working hours or after hours.
  • Supervises reconciliation of long distance charges for public space phone lines.
  • Establishes and maintains professional and high standards for all aspects of meeting rooms, coffee bars, reception area and catering kitchen. Ensures proper protocol is followed when guests arrive and attorneys are contacted. Maintains inventory of consumable goods, meeting room accessories and kitchen items. Sets exceptional guidelines for food and beverage selection and presentation.
  • Utilizes creative thinking for meeting arrangements and special events, solves potential and real conflicts for annual meeting room uses and group meals, creates and maintains database for attendee preferences, creates room diagrams to maximize space. Researches alternate venues for meetings that require more than Conference Center can accommodate.
  • Evaluates, recommends and cultivates relationships with caterers for preferred and alternate vendor lists. Designs and organizes menus for all daily food service while accommodating special dietary restrictions, averaging 10 groups dining per day for groups varying in size from 2 to 125 people. Keeps up-to-date on alcoholic beverage serving rules for Texas, hire bartenders as required. Devises tools and sets guidelines and supervises Conference Services staff to ensure correct food safety practices.
  • Orchestrates high profile meetings and events for Partner in Charge, Client Relations and Recruiting and plans and executes Firm appreciation events, works with committee to host creative events for 500+ employees, schedules and coordinates all logistics.
  • Collaborates with other support staff managers to devise plans for providing efficient service. Disseminates pertinent information to support staff departments through check requests, confirmations, daily reports, E-mail communication and pre-event meetings. Coordinates with meeting contacts for speakers’ needs.
  • Coaches and counsels staff, keeps personnel files, evaluates staff annually.
  • Administers meeting planning software, Event Management System, customizes, researches upgrades and train staff, accomplishes maximum efficiency in use of meeting room space by forecasting use and controlling reservation requests, reports statistics of meeting room use.
  • Assists as needed with front desk “concierge-like” services for guests; and assists with other departmental duties as needed.
  • Responsible for coordinating “dinner line” menu with vendor and uploading to intranet.
  • Special projects as assigned by Partner in Charge and Office Administrator.

 

Qualifications:

  • Bachelors Degree in a related field is strongly preferred; certification as a Meeting Professional desirable.
  • 2-5 years meeting planning and supervisory experience.
  • Requires extensive experience and training in customer service and hotel catering operations, ability to manage people and prioritize multiple tasks, creating solutions under strict deadlines in a fast paced, formal, professional, high profile environment.
  • Requires knowledge of Microsoft Office, Excel, Word, PowerPoint, Outlook and event management software
  • Excellent customer service skills and ability to work well independently, as well as in a team environment.
  • Ability to prioritize tasks associated with conference room schedules and events.
  • Must be pro-active self-starter, with desire to provide first-rate customer service.
  • Must have strong organizational, decision-making skills and problem solving skills.

 

Supervisory Responsibilities:

-Supervises Catering Attendant(s) and Conference Services Assistant(s).

 

Other Duties & Responsibilities:

  • Prepares and coordinates methods for personal meals for individuals’ lunch and dinner.
  • Maintain and update as needed Conference Room informational binders.
  • Assists with other tasks and duties as assigned by Office Administrator.

 

Fiscal Responsibility (Budgeting responsibilities, approval privileges on purchase orders and check requests, reporting and auditing functions):

  • Approves check requests within area of responsibility.
  • Assists in monitoring, reconciling and tracking catering expenses and submitting electronically for payment.
  • Responsible for maintaining department budget within Firm guidelines.

 

Extent of Contact (within and outside the Firm):

  • Extensive and constant contact with clients, visitors, attorneys, directors, managers, secretaries, support staff, and vendors.
  •  High degree of contact with clients/visitors, lawyers, support staff, managers, and members of other offices or departments requiring filtering of questions and scheduling meeting room space and ordering food for meetings.
  • Daily contact with internal clients/visitors.
  • Daily contact with IT department for audio visual equipment needs.
  • Daily contact with Catering Attendants and facilities management personnel.

 

Physical Demands (Walking, lifting, equipment, operation, etc.):

  • Must be able to lift up to 40 pounds.
  • Must be able to operate kitchen, catering appliances and sinks.
  • Must be able to walk or stand for at least 2 hours at a time.
  • Must be able to manage a cart in hallways, elevator and tight spaces.
  • Must be able to effectively communicate in person and via telephone with clients and external vendors and building management.
  • Must be able to routinely lift and carry items weighing up to 10 pounds.
  • Must be able to sit or stand for long periods of time.
  • Must be able to lift, squat, kneel and bend.
  • Must be able to climb stairs.

 


  • Office and kitchen environment.
  • Job tasks may require more than standard work week, including flexible work hours and availability on weekends.
  • Work is performed in an office environment.
  • Professional appearance a must and dress code requires a black suit and professional blouse or shirt at all times.
  • 37.5 hours per week, Monday to Friday. Must have flexibility in hours, as position may require more than the standard work week in order to perform the essential functions of the job.

 

Law firm provides an exceptional benefits package along with beautiful offices in downtown Dallas!

 

Salary:  $65,000-75,000 DOE

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