Client Services Specialist

Client Services Specialist Conference and Events Department Summary The Client Services Specialist will provide high -quality service to the lawyers clients staff and visitors who require conference center services. This includes all aspects of conference room scheduling using the firms reservation system Maptician including reservations confirmations meeting set up coordinating catering services and regularly monitoring conference room availability. The Client Services Specialist will ensure accurate and timely communication to and from lawyers clients staff and visitors and those departments involved in providing service to the conference center. Use of experience and judgment to effectively assist lawyers clients staff and visitors in preparing for and holding meetings. Apply 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. 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 directing lawyers clients staff and visitors to appropriate destinations. Maintain a hospitalityconcierge 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 entering the information into Maptician. Ensure that all aspects of conference room reservations are completed with relevant accurate information to facilitate successful meetings and adjust as necessary to accommodate current and last -minute changes. Become accustomed to the capability of each conference room including seating capacity AV equipment etc. 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. Qualifications continued Ability to perform moderate document management with a working knowledge of various software packages such as Word Excel and PowerPoint including but not limited to Word - creating and editing documents Excel - creating basic spread sheets or editing e xisting documents PowerPoint - editing and 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 copiers and other basic office equipment. Prior front desk experience in a professional andor law firm environment a plus. Ability to learn and utilize Maptician. 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. Duties and Responsibilities continued Develop excellent working relationships with lawyers staff and clients. Scan copy print mail and other administrative tasks. Assist lawyers staff and visitors with basic technology and audio -visual equipment such as laptops telephones and lighting as necessary for presentations etc. Coordinate Conference Center cleaning with office services staff. Keep main desk and surrounding area in a neat and orderly fashion. Assist Firm staff with sundry duties at desk such as stuffing envelopes affixing labels to outgoing mail to be approved by supervisor. Proactively providing timely feedback to management on any issues that affect client services and the conference center. Position entails standing on a regular basis sometimes for extended periods. Timely and regular attendance. Performs other duties as assigned. Uphold high standards of confidentiality discretion and integrity particularly with respect to all sensitive andor confidential firm and client information to which this position will have access. Status Non -Exempt Reports To DC Client Services Manager Workplace Type Onsite DC Work Shift Monday - Friday 1030 am - 700 pm ET Salary range of 50 000 - 63000 dependent on candidate experience. We welcome applications from candidates who are authorized to work in the United States for any employer. Please note that the firm is not able to provide or assume employment visa sponsorship for this position. Candidates hired for staff positions with a minimum work schedule of 30 hours per week are eligible for a comprehensive benefits package including healthcare insurance. Learn more about benefits at Covington. httpswww.cov.comencareersstaffbenefits View Covington job applicant privacy notice here httpswww.cov.comenjob -applicant -privacy -notice Covington & Burling LLP is an equal opportunity employer and does not discriminate in any aspect of employment including hir ing salary promotion discipline termination and benefits on the basis of race color ethnicity religion national origin g ender gender identity or expression age marital status sexual orientation family responsibility disability including physical handicap or any other improper criterion. Covington will consider qualified applicants with arrest or conviction records for employment in accordance with applicable l aws including the California Fair Chance Act the Los Angeles Fair Chance Initiative for Hiring Fair Chance Ordinance the Los Ang eles County Fair Chance Ordinance and the San Francisco Fair Chance Ordinance.