Client Services Specialist

What are we looking for in our Client Services Specialist?

A reputable Law Firm based out of Los Angeles, CA is actively hiring a Client Service Specialist to their legal administrative team. 

Duties and Responsibilities:

• Maintain the highest level of professionalism when interacting with lawyers, clients, staff, and visitors who require conference center and other services.
• Answer, screen, direct, and place telephone calls and direct lawyers, clients, staff, and visitors to appropriate destinations.
• Maintain a hospitality/concierge style level of service in the Conference Center in order to assist with lawyers, staff, clients, and visitor needs.
• Schedule and reschedule meetings and conference rooms including coordinating catering, room set up, and equipment needs with other departments that provide service to the conference center.
• Work closely with conference room requestors to achieve the required core pieces of data necessary for each reservation, and enter the information into EMS.
• Complete knowledge of each conference room, including seating capacity, audio visual equipment and functionality to ensure appropriate room reservation for meeting requirements.
• Track, change, and coordinate visitor offices.
• Assist lawyers, clients, staff, and visitors with requests for special arrangements or services, including transportation, restaurant, travel, and lodging.
• Respond to all requests in an accurate and timely manner.
• Develop excellent working relationships with lawyers, staff, and clients.
• Ensure guest registration is complete for each visitor.
• Maintain workplace security by issuing, checking, and collecting visitor badges. Monitor security alerts and notify Covington Security in the Los Angeles office.
• Scan, copy, print, mail, and complete other administrative tasks.
• Operate coffee and Nespresso machines, process orders, and deliver to client meetings or waiting area.
• Coordinate catering for events occurring in the conference center, including placing orders, setting up and breaking down of service.
• Schedule Conference Center and Visitor Office cleaning with office services department.
• Ensure reception, conference rooms, kitchen pantry, and surrounding areas are clean and organized. Replenish meeting, food, and beverage inventories.
• Proactively provide timely feedback to management on any issues that affect client services and the conference center.
• Process invoices, expense reimbursement, time entry, and other administrative duties as assigned.
• Timely and regular attendance.
• Performs other duties as assigned.

Qualifications:

• Strong client services background, with emphasis on organization, initiative, and attention to detail.
• Ability to accomplish requirements of position in high volume work environment requiring excellent time management and multi-tasking skills.
• Excellent verbal and written communication skills with emphasis on exceptional interpersonal communication skills, including the ability to listen to issues affecting the conference center and propose solutions.
• Ability to perform moderate document management with a working knowledge of various software such asWord, Excel, and PowerPoint; including but not limited to, creating and editing documents; creating basic spread sheets; loading existing documents onto laptops for meetings.
• General knowledge of audio-visual systems to allow basic set up for microphones and other technology used to support meetings.
• Must be able to operate and troubleshoot, fax machines, copiers, and other basic office equipment.
• Minimum three years front desk experience in a professional environment; law firm experience preferred.
• Ability to learn and utilize EMS reservation system.
• Exhibit a willingness to be flexible and work alternative shifts and share in overtime as necessary to ensure adequate coverage during weekdays, weekends, holidays, and social events.
• Working harmoniously with co-workers, and those departments that provide service to the conference center, including Catering, Office Services, and ITS.

Key Points

• Onsite work schedule
• Salary $35k-$45k with benefits
• Education: recent graduates with law degree or internships preferred
• Location: Los Angeles