Client Service Specialist

The Client Services Specialist is responsible for delivering exceptional service to attorneys, clients, staff, and visitors utilizing the firm's Conference Center. This role encompasses all aspects of meeting coordination, including room reservations through the Event Management Software System (EMS), meeting confirmations, room setup, catering coordination, and real-time monitoring of room availability. The specialist ensures clear, accurate, and timely communication across all stakeholders and collaborating departments to support a seamless meeting experience. Sound judgment and a proactive approach are essential to anticipate and respond to the needs of those preparing for and conducting meetings.

• Deliver a high level of professionalism and hospitality to all guests and internal personnel.
• Answer and direct calls; guide lawyers, clients, and visitors to appropriate destinations.
• Maintain a concierge-style approach to service within the Conference Center, anticipating needs and exceeding expectations.
• Schedule, modify, and confirm conference room bookings through EMS, coordinating catering, AV, and room setup with relevant departments.
• Partner with meeting requestors to gather and input essential details for accurate EMS reservations.
• Manage all aspects of meeting logistics to ensure flawless execution, including adapting to last-minute changes.
• Develop thorough familiarity with conference room capabilities (seating, AV, layout) to recommend the most suitable spaces.
• Coordinate temporary visitor offices and track occupancy.
• Assist with special client or visitor needs such as transportation, lodging, and dining arrangements.
• Respond promptly and accurately to all service requests.
• Build strong, collaborative relationships with attorneys, staff, and clients.
• Perform basic administrative support tasks, including scanning, copying, printing, and mailing.
• Support meeting technology needs, such as connecting laptops, setting up AV equipment, and managing lighting.
• Collaborate with Office Services to maintain cleanliness of the Conference Center.
• Keep the reception desk and surrounding area orderly and presentable.
• Assist staff with minor tasks at the main desk (e.g., envelope stuffing, mailing labels - subject to supervisor approval).
• Provide timely feedback to management regarding service quality or operational concerns.
• Regular standing and mobility are required, sometimes for extended durations.
• Maintain consistent and punctual attendance.
• Perform additional duties as needed.
• Uphold strict confidentiality, discretion, and integrity regarding sensitive firm and client information

Shift: Monday to Friday - fully on-site - 10:30a to 7p