Meeting Room Coordinator

2 days ago

Birmingham, United Kingdom Pinsent Masons LLP Full time

**Department**:Facilities - Client Services

**Location**: UK offices

**Job Title**:Client Services Coordinator

**Hours of work**:Flexibility is required between8.00am - 6.00pm, 35 hrs, Monday to Friday. Some overtime may be required.

**Reports to**:Senior Receptionist

**Purpose of the role**:
To support all elements of client services, from reception and concierge to the complete servicing of the meeting and events spaces and provision of all associated services delivering a world-class, exceptional experience.

**Main duties and responsibilities**:

- Management of all client and Internal meeting room configurations, setting up rooms as per requirements in terms of furniture, technology, catering, and equipment.
- Assisting external and internal clients with use of In Room audio visual and presentation equipment (Teams, video and audio conferencing, data projection, sound system, MS office tools, including PowerPoint (including adding graphics, sound and movie clips),still and video cameras.
- Troubleshooting technical AV issues using proven problem-solving processes and report any faults to the AV team. Provide Wi-Fi and printing support to the firm's clients and external guests.
- Ensure all meeting rooms/collaboration spaces are properly equipped with stationery, peripherals, and user guides where necessary.
- Meet and greet clients delivering a world class client experience - both in person and virtually via all communication tools.
- Anticipating and responding to the client needs, helping where needed, assisting with their requests and queries efficiently and effectively.
- Offering a hotel-style concierge service to clients, including taxis, restaurant recommendations etc.
- Go-to person for key client meetings and events, offering expert knowledge and advice from inception to on the day.
- Liaison with technology services, catering, facilities, and maintenance departments throughout the day to ensure the smooth provision of services to the meeting rooms
- Assisting the business development and events teams with event planning and organisation.
- Organisation and forward planning to maximise use of space and equipment. Resources and services to ensure the smooth operation on the day.
- Conflict resolution for over demand and clashes of interests/requirements.
- Intuitive and effective communication, adapting style and approach appropriately to suit across all levels and types of clients.
- Pro-actively managing workload, including deadlines and time critical tasks and activities per day/week.
- Monitor housekeeping standards and ensure that all client areas are kept tidy and presentable
- Ensure prompt liaison with facilities team for the collection of packages, deliveries etc.
- Administrative tasks, including statistical reporting, financial reconciliation of charges and invoicing.
- Adhere to all firm wide policies and procedures
- Be conversant with the firms Health & Safety policy, emergency evacuation procedures and business resilience plans.
- Undertake other duties as required by the Senior Receptionist and Client Services Manager.

**Person Specification**

**Qualifications**:

- Educated to minimum GCSE level or equivalent, including maths and English

**Relevant Experience**:

- Experience of using a hospitality system, preferably Condeco
- Previous reception and meeting room experience in a corporate environment is essential
- Excellent IT skills, including MS Office packages, Outlook and current Audio-Visual platforms

**Key Skills**:

- Excellent communication and inter-personal skills, both written and spoken.
- Effective and intuitive communicator at all levels.
- Capable of establishing immediate rapport.
- Ability to handle conflicting demands and/or challenging pressures for resources.
- Capable of working autonomously but also operating within a team environment.
- Proven organisational skills.
- Organised and methodical approach to workload and tasks.
- Ability to work within a busy, fast-paced service environment.
- Ability to identify any Health & Safety risks.

**Personal Qualities / Behaviours**
- Client focused.
- Natural flair and passion for service excellence.
- Proactive and pragmatic, with a keen eye for detail.Flexible in both attitude and in

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