Conference Center Coordinator

Administration and OperationsAll Practice AreasPittsburgh, PA

Job Description

At K&L Gates, we are looking for smart, imaginative and hard-working people with diverse backgrounds, experiences and ideas to join us.  Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.

We are seeking a Conference Center Coordinator to join the Pittsburgh office. This role oversees and coordinates the daily operation of the reception/switchboard, conference rooms and catering functions of the office.  Other responsibilities can include providing administrative and office services support, and performing any duties as assigned to assure continuity of office support for the location. Candidates must be self-starters who possess the ability to work independently and as part of a team. Excellent communication skills and a commitment to providing the highest quality client service are strongly preferred.

ESSENTIAL DUTIES
•The primary duties are: AV support which entails, assisting with IT on multiple office video calls, creating and recording WebEx’s, provide technical support for clients and attorneys, uploading power points to be shared via WebEx, assisting other offices with technical advice, creating and editing Metastorm tickets, weekly inspection of functionality for all Pittsburgh AV Equipment.
• Provide back up support for the Conference Concierge Service. Duties include: food and beverage placement, assisting with client and attorney food orders, room setups pertaining to food orders, breakdown and room cleaning after meetings, and beverage placement.
• Provide back up support for the Pittsburgh Office Receptionist.  Duties include: answering all incoming calls, greeting clients, scheduling conference rooms for client and staff meetings
• May provide limited clerical support requiring general use of common software including but not limited to various scheduling software, Microsoft Outlook, Microsoft Word and Microsoft Excel.
• The daily make up of tasks change depending on location needs and/or specific projects.  The position performs all duties required and assigned that would ensure efficient support to the lawyers and clients of the Firm.

ADDITIONAL DUTIES
• Participate in local and national team meetings
• Act as the firm's super-user for AMEX travel system – online management of the firm's travel and accommodation bookings
• Assist with ad hoc administrative and other tasks as required or requested by the Manager of Office Services and Facilities and/or Corporate Services Manager

EXPERIENCE SKILLS REQUIRED
• High School diploma or General Education Degree
• In addition to extensive customer service experience, this role requires at least two or more years of experience working in a client services/reception based role within a professional services or related office environment
• Takes a diplomatic approach when interacting with clients and staff, and maintains a high level of professionalism and professional dress at all times. Also has an understanding that this position often is the first point of contact for clients and visitors in person, telephonically or electronically.
• Requires basic proficiency with conference room scheduling software, Microsoft Office software inclusive of Outlook, Word, and Excel
• Requires basic proficiency of audio visual, telephone conferencing, computerized lighting/temperature control/window shade systems
• Requires proficiency with multifunction devices and other office equipment
• Ability to work independently and within a team
• Ability to effectively supervise others
• Ability to initiate, organize, prioritize and complete numerous tasks by deadline dates, ensuring exceptional customer service
• Excellent interpersonal skills required to work with a variety of personalities (both internal and external) to achieve successful collective outcomes
• Ability to establish and maintain effective working relationships with all contacts
• Ability to function effectively in confidential situations, to think clearly, to maintain complete confidentiality and to utilize prudent judgement and execute tactfully
• Ability to follow oral and written instructions
• Must possess a flexible approach to the work environment and be fully reliable both during and outside normal business hours to ensure functions of position are met

ADDITIONAL ABILITIES REQUIRED
• This job operates in an office setting, requiring the routine use of a computer and other standard office equipment.  The ability to open file cabinets, lift files, bend and stand on a stool is required.
• Requires lifting up to 40 pounds for movement and delivery of equipment, tables, files, etc.
• Frequently work in a fast paced environment with unscheduled interruptions
• Responsibilities may require adjusted work schedules, overtime and evening/weekend hours in order to meet firm needs
• Carries out responsibilities in an honest, ethical and professional manner
• Must observe confidentiality on all client matters and adhere to procedures and guidelines set by all departments of the Firm

 

ABOUT THE FIRM

K&L Gates is a fully integrated global law firm with approximately 2,000 lawyers across five continents. We have experienced dramatic growth in the past decade and now rank among the largest U.S. based law firms in the world.  We take pride in constantly striving for innovation, imagination and an entrepreneurial spirit. We come up with big ideas and then roll up our sleeves to get the job done, guiding our clients through their most complex issues in a variety of industry sectors and across multiple regions of the world.

The industry recognition the firm has garnered in the past five years emanates from the foundation of a global community aligned on behalf of our clients. The people at K&L Gates are committed to working together to create a legacy for each other, the firm, our clients, and the communities in which we serve. We thrive in an inclusive and socially conscious environment that embraces diversity and takes a holistic approach to the career evolution of all our professionals.

For more information or to view other job opportunities, please click here to go back to our careers page.

Notice: We participate in E-Verify in certain Firm locations for purposes of verifying employment eligibility.

BENEFITS

We offer a dynamic work environment and excellent benefits.

EQUAL EMPLOYMENT OPPORTUNITY

The Firm is an equal opportunity employer. It is the policy of the Firm that employment decisions shall be based on merit, qualifications and competence. Employment practices shall not be influenced or affected by virtue of a person’s race, color, religion, sex, national origin, age, sexual orientation, gender identity or expression, marital status, disability, military status or any other characteristic protected by applicable law. This policy governs all aspects of employment including, without limitation, recruiting, hiring, compensation, benefits, promotion, assignment and dismissal. In addition, it is the Firm’s policy to provide an environment that is free of unlawful harassment of any kind including, without limitation, that which is sexual, racial, age-related, disability-related or ethnic background-related.