Conference Services Coordinator

Houston, TX, USA|Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Life insurance

Disability insurance

Employee assistance program

Job Description

Akin Gump Strauss Hauer & Feld LLP is a prestigious international law firm with a global presence, comprising over 900 lawyers stationed across offices in the United States, Europe, Asia, and the Middle East. Known for its commitment to legal excellence and client service, Akin Gump offers a dynamic work environment that fosters professional growth, innovation, and collaboration. The firm is widely recognized for handling complex legal matters across a variety of practice areas, making it a leading name in the legal sector worldwide.

This particular position is for a Conference Services Coordinator role located in the Houston, TX office. The role is full-time, regular employment with a schedule from 8:30 AM to 5:00 PM and is classified as non-exempt under the Fair Labor Standards Act (FLSA). Reporting to the Office Administrator, the Conference Services Coordinator plays a vital role in overseeing the daily operations of the firm’s Conference Services and Reception teams. This role entails a blend of leadership, coordination, and hands-on operational duties designed to maintain high-quality service delivery and ensure smooth event execution within the firm.

The Conference Services Coordinator is expected to have comprehensive knowledge and expertise in conference and event planning services, including food service industry standards and firm-specific protocols. Key responsibilities include managing the department's workflow, providing coaching and direction to team members, coordinating the firm’s conference room scheduling system, handling catering and meeting services, maintaining amenity areas such as coffee hubs and pantry spaces, and ensuring inventory control and equipment functionality. The role also involves budget management for events, invoice reconciliation, and collaboration with various internal departments including IT, Marketing, Recruiting, and Facilities to facilitate event success and operational efficiency.

With a focus on customer service and team leadership, the Conference Services Coordinator supports the development and supervision of departmental personnel, ensuring compliance with firm policies and legal obligations. The position also encompasses the responsibility to oversee attendance, performance, and staff mentoring, contributing to a supportive and effective workplace culture.

In addition to operational duties, this role requires the individual to manage event lifecycles from planning stages to execution, including coordinating in-house events and providing event support to the Marketing and Recruiting teams. The position sometimes requires providing coverage for the Reception desk. This is a critical role that directly impacts the firm's internal event management and guest services, ensuring a professional and welcoming environment for both staff and visitors.

Overall, Akin Gump Strauss Hauer & Feld LLP offers a unique opportunity for a motivated and organized individual with experience in food services and event coordination to contribute to a world-class law firm. The comprehensive nature of this role demands exceptional organizational skills, strong leadership, proficient communication abilities, and the capacity to manage multiple priorities effectively. The firm values commitment to excellence, teamwork, and continual professional development, making this an excellent career opportunity for those looking to advance within a sophisticated corporate environment.

Job Requirements

High school diploma or equivalent
Minimum of 3 years of previous food services/catering experience
Managerial experience preferred
Extensive knowledge of office procedures related to conference, catering and event planning services
Ability to read, comprehend and follow instructions
Excellent oral communication skills
Thorough knowledge of the firm’s e-mail, calendar and conference room reservation systems
Proficiency with computers, copy machines, printers, kitchen appliances and telephones
Ability to work independently and take initiative
Ability to set priorities and meet deadlines
Ability to handle multiple tasks simultaneously
Excellent judgment and common sense
Strong organizational and time management skills
Strong analytical and problem solving skills
Ability to perform clerical tasks with a high degree of accuracy
Ability to work well in a team environment
Ability to establish effective working relationships internally and externally
Ability to perform basic mathematical functions
Strong service orientation
Legible handwriting
Excellent record-keeping skills
Commitment to professional growth

Job Qualifications

High school diploma or equivalent
Minimum of 3 years of previous food services/catering experience, preferably with heavy vendor contact
Managerial experience preferred
Extensive knowledge of office procedures related to conference, catering and event planning services
Ability to read, comprehend and follow instructions
Excellent oral communication skills
Thorough knowledge of the firm’s e-mail, calendar and conference room reservation systems
Proficiency on equipment used on a regular basis including computers, copy machines, printers, kitchen appliances and telephones
Ability to work independently, take initiative, set priorities and see projects through completion
Ability to meet deadlines and respond to changing priorities
Ability to handle many tasks simultaneously
Excellent judgment and common sense
Strong organizational and time management skills, including the ability to organize self and others
Strong analytical and problem solving skills
Ability to perform clerical skills with a high degree of accuracy
Ability to work with a wide range of people in a team setting
Ability to establish effective working relationships within the department, office and firm
Ability to establish effective working relationships with clients, vendors, and others outside the firm
Ability to perform basic mathematical functions - add, subtract, multiply, divide
Strong service orientation
Legible handwriting
Excellent record-keeping skills
Commitment to professional growth

Job Duties

Set priorities and coordinate daily workflow for the department, ensuring quality of work and timely completion of assignments during regular business hours and on an overtime/weekend basis as needed
Provide coaching and direction to the team on best practices in the food service industry and in compliance with firm standards and protocols
Manage online Conference Room Scheduling system, with the assistance of the Receptionist, to ensure proper meeting placement, making adjustments as necessary
Coordinate every aspect of daily meetings including filling catering requests and ensuring each meeting is serviced to firm standards
Oversee amenity offerings ensuring coffee hubs and pantry areas are properly stocked, cleaned and maintained, and ensuring an inviting environment
Review and reconcile catering invoices in a timely manner
Manage the event lifecycle, meeting strict deadlines and budget demands
Maintain inventory control system
Ensure department is maintained in a neat, safe and orderly fashion
Ensure all equipment is in proper working order
Facilitate communication within the department and liaise with other departments within the Firm such as Information Technology, Marketing, Recruiting, Secretaries, Facilities and the Office Administrator as needed
Collaborate and support the development and management of departmental budgets, contract obligations, and financial reconciliation process for all invoices for meetings and events
Manage event budgets, track expenses, and ensure cost-effective planning and execution
Monitor department productivity
make recommendations for procedures to optimize efficiency
In conjunction with the Office Administrator, oversee department personnel and monitor attendance and performance issues
conduct conferences with staff regarding such issues, as needed
In conjunction with the Office Administrator, mentor assigned staff and assist in staff development
implement standards of excellence and customer service
In conjunction with the Office Administrator, ensure departmental compliance with office and firm policies and legal obligations
Approve department timecards and leave requests
Coordinate in-house events, including room scheduling, food and beverage, decor and special requests such as audio-visual needs and third party rental equipment
Provide event support on an as needed basis to the Marketing and Recruiting departments and to the attorneys
Provide coverage for Reception desk as needed whether handled by the coordinator or delegated as a task to someone in Conference Services