Greenberg Traurig, a global law firm, currently has an excellent full-time employment opportunity for a Conference Center Coordinator in our Philadelphia office. We offer competitive compensation and an excellent benefits package.

Position Summary:

This Conference Center Coordinator will coordinate Conference Center activities, manage hospitality services, provide events planning support, and perform other firm-related functions. The position is responsible for conference center setup, reception and office services coverage as needed, assisting the marketing department, and other general administrative duties as assigned. Candidate should also be flexible to work overtime as needed.

Duties & Responsibilities:

• Serves as a primary point of direct administrative contact and liaison with other offices, individuals and vendors on a range of specific projects/events
• Coordinates services for office/firm events, such as accommodations and transportation for participants, facilities scheduling, catering, signage, displays, special needs requirements and printing
• Maintains appearance and condition of conference center and kitchen (furniture, equipment and supplies), including refresh and maintenance schedules, cleaning supervision and all repairs
• Selects and manages all foodservice and catering supply vendors
• Schedules, receives, prepares, and sets-up for meeting and events of all daily food including beverage services and deliveries, verifying quality, quantity and presentation
• Reception coverage as needed, acts as first point of contact for visitors and answers incoming calls
• Manages daily, weekly, monthly conference room reservations
• Implements creative and/or artistic setups for special events
• Coordinates services for firm events, such as accommodations and transportation for participants, facilities scheduling, catering, signage, displays, special needs requirements and printing
• Assists with large print requests, scans and/or copy jobs; stocks paper at printer stations
• Maintains database to track events, coordinates logistics and maintains vendor contacts
• Monitors departmental budget. Reviews and reconciles all departmental invoices for accuracy, processing and timely payment; prepares expense reports and processes time entry
• Plans and develops additional programs, agendas, budgets, and services as assigned by supervisor according to Firm requirements
• Sends affidavits from attorneys participating offsite
• Coordinates with Professional Development and Marketing on special upcoming programs
• Collects attendance sheets and evaluation forms and forwards to Hoffman Professional Center
• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned

Skills & Competencies:

• Excellent interpersonal and communication skills (oral and written), professional demeanor and presentation
• Candidate must be a self-starter who can work independently with minimal supervision
• Knowledge of principles and processes for providing outstanding client service. This includes needs assessment, meeting highest quality standards for services, and evaluation of client satisfaction. Proactive in seeking innovative ways in which to help others
• Position also requires the ability to work under pressure to meet strict deadlines, effectively prioritize multiple tasks
• High attention to detail, outstanding organizational skills and the ability to manage time effectively
• Provide outstanding client service, meet high quality standards for services and meet or exceed client expectations. Proactive in seeking innovative ways in which to help others

Qualifications & Prior Experience:

• High School Diploma; College Degree in Hospitality Management is a plus
• Minimum 3 - 5 years of experience in catering, hospitality and/or events planning and coordination in a professional services firm
• Computer proficiency in Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook
• Exceptional computer skills with the ability to learn new software applications quickly

Greenberg Traurig is an Equal Opportunity Employer and committed to diversity and inclusion in the workplace. Individuals seeking employment at Greenberg Traurig are considered without regards to race, color, religion, sex, sexual orientation, gender identification, national origin, age, marital status, ancestry, disability, veteran status, or genetic information, among other protected bases.

In support of our unwavering dedication to putting diversity, equity, and inclusion into action, GT participates in the Mansfield Rule Certification Program. This Program, which is administered by The Diversity Lab, aims to increase diverse representation in the legal industry. In July 2020, we achieved Mansfield Rule 3.0 Certification. A year later, in 2021, we achieved Mansfield 4.0 Certification Plus, meaning we went beyond the requirements of the original Mansfield program. Most recently, in 2022, GT gained Mansfield Rule 5.0 Certification Plus – again achieving the highest level of certification a law firm can obtain. GT is currently participating in the Mansfield Rule 6.0 Certification Program. Providing your data during the application process helps us with achieving our goals and with meeting reporting/record-keeping obligations under federal and state law and other legal requirements. Providing your data is entirely voluntary and will not be considered in the hiring process or thereafter. Any information that you do provide will be treated confidentially.
#LI-Onsite