Job Description

Role Overview

The Client & Conference Services Coordinator is responsible for managing front desk functions, greeting clients and visitors, coordinating conference room reservations, supporting event planning, and handling general administrative tasks. This role requires strong organizational skills, proficiency with office management systems, and a professional demeanor to represent the organization effectively.

Key Responsibilities

• Greet and assist clients, visitors, and guests in a courteous and professional manner, ensuring a positive first impression.
• Manage and maintain conference room reservation systems, including scheduling, confirming, and coordinating meeting logistics using platforms such as Outlook Calendar, Microsoft Exchange, and specialized booking software.
• Review and prepare daily, weekly, and monthly meeting schedules, liaising with meeting organizers to confirm details, room assignments, and technical requirements.
• Coordinate meeting logistics, including audiovisual equipment, teleconferencing tools, and catering services, utilizing AV systems, catering management platforms, and event planning software.
• Answer multi-line phone systems, route calls, take messages, and direct inquiries to appropriate staff or departments, using VoIP systems and call management software.
• Monitor and manage parking access records, visitor logs, and security access, utilizing access control systems and visitor management platforms.
• Distribute daily visitor and meeting notifications via email and intranet, maintaining accurate records and communication channels.
• Maintain the organization and inventory of reception and waiting area materials, including brochures, forms, and office supplies, ensuring compliance with organizational standards.
• Assist with event planning, including internal meetings, client events, and office social functions, coordinating logistics and vendor communications.
• Train and supervise administrative assistants and office support staff in front desk procedures, phone management, and customer service standards.
• Prepare and process check requests for catering, office supplies, and other expenses using financial management software, tracking billing and reimbursements.
• Support mail processing, document preparation, and basic project tasks using Microsoft Word, Excel, and other office productivity tools.
• Perform all duties with minimal supervision, demonstrating initiative, accuracy, and professionalism in a fast-paced environment.

Core Qualifications

• College degree or equivalent experience in office administration, hospitality, or related field.
• Excellent verbal and written communication skills, with proficiency in professional correspondence and client interaction.
• Experience operating multi-line phone systems, VoIP telephony, and call routing software.
• Strong customer service orientation, articulate, outgoing, and professional demeanor.
• Ability to prioritize tasks, handle multiple responsibilities simultaneously, and work independently.
• Discretion in managing sensitive and confidential information.
• Quick learner with initiative, capable of managing workflow efficiently.
• Flexibility to work overtime as needed to support office operations and events.

Core Technical Skills

• Office Management Systems: Microsoft Outlook, Exchange, Office 365, Google Workspace
• Conference & Meeting Software: Microsoft Teams, Zoom, Webex, Cisco Telepresence, AV equipment management
• Visitor & Access Control Platforms: Proxyclick, Envoy, Lenel, HID access systems
• Catering & Event Planning Tools: Caterease, Eventbrite, Outlook Calendar, internal scheduling platforms
• Communication & Phone Systems: VoIP, multi-line phone systems, call routing, message forwarding
• Office Productivity: Microsoft Word, Excel, PowerPoint, SharePoint, document management systems

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.

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