Office Services & Conference Center Coordinator

Dykema Gossett PLLC, a leading national law firm, is recruiting for an Office Services & Conference Center Coordinator for our San Antonio Office. Under the direction of the Office Administrator, following established guidelines and procedures, the Coordinator is responsible for the ongoing, successful daily operations of the San Antonio Conference Center. The Coordinator assists with the coordination of major purchases including verifying associated invoices; assists with processing invoices for approval and payment; assists with filling facility service requests from Members and personnel in the San Antonio and Austin offices. Performs other administrative duties as assigned, such as assisting Reception, IT, and other administrative teams in providing exceptional guest service; creating/editing correspondence, creating/maintaining spreadsheets, filing, etc. as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. On a daily basis, independently arranges for timely setup and support of meetings in the nine (9) conference rooms and visiting attorney offices in the conference center of Dykema’s San Antonio office. This responsibility includes providing for and participating in all conference center tasks. This entails reserving and servicing both scheduled and last minute conference center request specifications and changes; including standard setup and breakdown of basic room service (coffee, tea, pop, etc.), and ordering breakfast, lunch or dinner when needed.


2. Provide back up support for Receptionist regarding food orders. Based on client request and knowledge of vendors, determines amount and type of food to order for each event to provide quality and reduce waste.


3. Provide back up support for our IT Specialist. Proactively communicates and works with Technical Support and other departments as well as Dykema staff in auxiliary offices to provide all requested technical specifications, arrange for physical room setup, and resolve any conflicts.


4. Assist Office Administrator with vendor invoices. Acquires vendor invoices and receipts; acquires affiliated client/matter or GL account numbers; timely submits invoices for payment and reconciles receipts in the ChromeRiver accounting database system within 10 days of receiving the receipt/invoice.


5. Independently monitors inventory and orders supplies for the conference center such as coffee, basic food supplies for room setup, glasses, mugs, dinnerware, napkins, etc.


6. Restock practice floors kitchens with coffee, creamers, sugar, tea, paper products cups, plates and plastic utensils.


7. Following established guidelines, takes approved steps to resolve any reception/conference center/visitor office issues identified by internal/external clients, keeping Office Administrator apprised on a timely basis. Immediately alerts Office Administrator of any unusual issues or situations.


8. Monitors conference center space and reports to Office Administrator/Technical Support any malfunctions, unclean or unsafe conditions.


9. Following standard guidelines, provides initial training and ongoing updates to reception and conference center help to prevent lapses in reception desk coverage.  Confers with Office Administrator concerning unusual situations on a timely basis.


10. Compiles various conference center reports as requested by Office Administrator.


11. Works with Office Administrator to plan and execute after-hour receptions and ensures coverage of those events.


12. Actively participates in the performance of all receptionist and conference center duties.


13. Assists with filling facility service requests from Members and personnel in the San Antonio/ Austin office, working closely with Office Administrator as required following established guidelines/procedures.


14. Reviews requests and coordinates work, consulting with the Office Administrator on unusual or unfeasible requests. Assists with coordination of furniture repair, maintenance/repair of carpet, heating/cooling, cleaning services, etc.


15. Performs miscellaneous office duties such as light carpentry, delivery of supplies and stocking of supply room.


16. Clean and maintain soda machine, including replacement of syrup and CO2.


17. Coordinate with building security the addition and deletion of employees from building security system.


18. Act as backup for Reception desk, Office Services and basic tasks for IT department.


19. Assists in coordinating in-house office moves and office preparation for new personnel under the guidance of the Office Administrator. Obtains and monitors assistance from departmental staff and Records Department as needed.


20. Develops and maintains office floor maps in Visio, distributing as needed.


21. Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1. High school diploma or equivalent educational training.


2. Five years of related work experience required.


3. Working knowledge of Firm phone system and related conference center computer software.


4. Effective verbal and people skills, and good written communication skills required.


5. Ability to be flexible and respond quickly and calmly to last minute situations.


6. Ability to lift and transport moderate to heavy (30-50 pound) boxes; repeated lifting, stooping, standing and walking required.


7. Must possess excellent customer service and organizational skills.


8. Must be self-motivated and have the ability to work independently following established procedures and guidelines. Successful candidate will possess the ability to multi-task effectively.


9. Working knowledge of Microsoft Office Suite 365 required.


10. Work is performed in a normal, fast-paced office environment.

WHY YOU SHOULD APPLY

Dykema offers an excellent salary and benefit package, including transportation assistance.  Dykema provides a professional, diverse and collaborative workplace where all employees can thrive.  Dykema has achieved, and continues to participate in, Mansfield Certification.  Our work environment is business casual. 

EEO STATEMENT

It is the Firm’s policy to provide employment opportunities to qualified applicants and employees on an equal basis without regard to the individual’s age, race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, domestic partner relationship, physical characteristics, disability, or other protected characteristics under applicable federal, state or local laws or ordinances.

Dykema will make reasonable efforts to accommodate the known disabilities of employees who are otherwise qualified to perform the essential functions of the jobs involved.

It is the responsibility of every individual concerned with personnel actions, including management, supervision, recruiting, compensation, benefits, promotions, work assignments and training, to ensure that these activities are administered consistent with the Firm’s goal of furthering the principle of equal employment opportunity.