Client Services Specialist

$46,000 - $64,500/Yr

Covington & Burling Llp - Washington, DC

Full-time

Washington, DC

Professional, Scientific, and Technical Services

About the position

The Client Services Specialist in the Conference and Events Department is responsible for providing high-quality service to lawyers, clients, staff, and visitors requiring conference center services. This role involves managing conference room scheduling, coordinating catering services, and ensuring effective communication among all parties involved in the conference center operations. The specialist will utilize their experience and judgment to assist in preparing for and holding meetings, ensuring a professional and hospitable environment.

Responsibilities

• Maintain professionalism when interacting with lawyers, clients, staff, and visitors.
• Answer, screen, direct, and place telephone calls, guiding individuals to appropriate destinations.
• Provide a hospitality/concierge level of service in the Conference Center.
• Schedule and reschedule meetings and conference rooms, coordinating catering and equipment needs.
• Work closely with conference room requestors to gather necessary data for reservations and enter it into EMS.
• Ensure conference room reservations are completed accurately and adjust as necessary for changes.
• Familiarize with the capabilities of each conference room, including seating capacity and AV equipment.
• Track and coordinate visitor offices.
• Assist with requests for special arrangements or services, including transportation and lodging.
• Respond to all requests accurately and timely.
• Develop excellent working relationships with lawyers, staff, and clients.
• Perform administrative tasks such as scanning, copying, and mailing.
• Assist with basic technology and audio-visual equipment for presentations.
• Coordinate cleaning of the Conference Center with office services staff.
• Maintain a neat and orderly main desk area.
• Assist staff with sundry duties at the desk.
• Provide timely feedback to management on client service issues.
• Uphold confidentiality and integrity regarding sensitive information.

Requirements

• Strong client services background with emphasis on organization and attention to detail.
• Ability to work in a high-volume environment requiring excellent time management and multi-tasking skills.
• Excellent verbal and written communication skills with strong interpersonal skills.
• Moderate document management skills with knowledge of Word, Excel, and PowerPoint.
• General knowledge of audio-visual systems for basic setup.
• Ability to operate and troubleshoot basic office equipment.
• Prior front desk experience in a professional or law firm environment is a plus.
• Willingness to learn and utilize the EMS system.
• Flexibility to work alternative shifts and share in overtime as necessary.
• Ability to work harmoniously with co-workers and service departments.

Nice-to-haves

• Experience with Event Management Software System (EMS).
• Familiarity with catering coordination and event planning.

Benefits

• Competitive salary range of $46,000 - $64,500.
• Equal opportunity employer with a commitment to diversity and inclusion.