Conference Services Assistant

Baker Botts - Dallas, TX

Full-time

Dallas, TX

Professional, Scientific, and Technical Services

About the position

The Conference Services Assistant at Baker Botts is responsible for providing exceptional receptionist and administrative support within the conference center. This role involves greeting guests, managing incoming calls, maintaining conference rooms, and ensuring superb service to clients and visitors. The position requires a proactive approach to customer service and the ability to handle various administrative tasks with limited supervision.

Responsibilities

• Meet and greet visitors and notify proper personnel of arrival.
• Receive incoming calls on multi-line switchboard and accurately facilitate calls.
• Provide superb customer service to internal and external clients/visitors.
• Provide concierge service, assist with deliveries, courier services, hotel, restaurant and transportation needs.
• Maintain exemplary appearance of conference rooms.
• Schedule heavy volume of meeting room and hotel office requests.
• Provide food menu options and suggestions to those requiring meals during meetings.
• Provide confirmation of meeting and conference room details using AgilQuest.
• Prepare detailed reports of existing and upcoming meetings and confirmation schedules.
• Coordinate with the IT department when audio visual equipment is requested for a meeting or when visitors need computer/docking stations and/or wireless access codes.
• Ensure accuracy of room configuration, IT, and catering of scheduled meetings.
• Place catering orders with vendors, verify orders 24 hours prior to scheduled arrival and confirm accuracy of order upon arrival.
• Use sound judgment to prioritize space and logistics to accommodate demands for conference rooms.
• Monitor and perform parking validation.
• Issue visitor badges responsibly and maintain visitor badge log.
• Perform routine filing and record keeping maintenance.
• Provide customer support for Business Center, i.e. printing, copying, wireless access.
• Maintain the Business Center.
• Update floor maps, phone directories and other internal lists.
• Create name tags for meetings.
• Prepare weekly visitor log.
• Assist in monitoring, reconciling, and tracking catering expenses and submitting electronically for payment including department card.
• Assist with in office events, firm parties, monthly treats, etc.
• Assist with other tasks and duties as assigned by Conference Services Coordinator and Office Administrator.

Requirements

• Minimum of one to three years customer service experience in a large office environment and/or experience with corporate meeting planning is required.
• Accurate keyboard skills and proficiency in Outlook, Microsoft Word, PowerPoint and Excel are required.
• Computer aptitude and ability to master other Firm software.
• Strong verbal and written skills are required.
• Must be able to reconcile invoices and department credit card, performing related mathematical computations.
• Must be a pro-active self-starter, with desire to provide first-rate customer service.
• Must work well in a team environment.
• Attention to detail is required and ability to troubleshoot issues in an effort to prevent or solve problems.
• Sound judgment and logical decision-making are critical in this position.
• Must have ability to multitask with high degree of accuracy and efficiency.
• Must be able to organize and prioritize numerous tasks and complete them under time constraints.
• Strong interpersonal skills are necessary in order to communicate by phone with attorneys, staff and vendors.

Nice-to-haves

• Working knowledge of Cisco Call Manager Attendant Console and AgilQuest or other meeting room reservation software is preferred.

Benefits

• Comprehensive benefits program designed to support and enhance the overall wellbeing of employees and their families.