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Conference Center Specialist

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Job ID: 4786

Updated: Oct 3, 2018

Location: Houston, TX, United States

Category: Facilities/Office Services


About Kirkland & Ellis

Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms.  Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.

Essential Job Functions

POSITION OVERVIEW

The Conference Center Specialist reports directly to the Operations Manager and is responsible for ensuring the successful daily operations of the Conference Center and managing the Receptionist and other Conference Center Services personnel within the Houston office. In collaboration with the Operations Manager, this position will work closely with Office Services, Technology Support, FLIK Catering Group and Reception, in support of the business needs of attorneys, clients and visitors to the Conference Center.The Conference Center Specialist is also responsible for managing conference and/or meeting room reservations through the Virtual Event Management System (VEMS) to ensure accuracy and that all requests are met in a timely manner.He or She is responsible for the seamless service delivery and management of all logistical, catering, technical or public relations issues that may arise during daily operations, including, but not limited to, resolving conference center related scheduling conflicts, handling ad-hoc requests in a timely manner, and ensuring highest and most efficient use of the Conference Center.He or She is also responsible for providing administrative support to all K&E personnel, including, but not limited to assist with special events or meetings and prepare and distribute daily set-up reports to relevant departments.This position will also review, prepare and submit invoices for payment to Reception and conference center related activities. In collaboration with the Operations Manager, He or She will also develop and maintain standard operating protocols for the Conference Center and Reception.This position requires a high degree of independent judgement and discretion.
 

ESSENTIAL FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

Guest Services

  • Manage all logistical, catering, support, technical or public relations issues that may arise during daily operations, including, but not limited to, resolve room conflicts in scheduling, and ensure the highest and most efficient use of facility
  • In collaboration with the Operations Manager, implement standardized operating protocols for catering activities, reception desks including greetings, coverage, scheduling, event planning, tours, additional services and personnel and concierge activities for guests
  • Manage and ensure accuracy of data within the room and meeting reservation system (VEMS)
  • Coordinate with functional or administrative departments to plan room reservations, catering and related needs for their events; coordinate menus and services for on-going catering requests
  • Ensure firm’s Guest Services Standards are communicated and upheld with the Conference Center and Reception
  • Greet guests, clients and K&E personnel in a professional, friendly and hospitable manner
  • Secondary point of contact for all visitors to the conference center
  • Lead by example: Present a professional appearance and attitude through appropriate dress, written product, voice messages and demeanor

Conference Center Space

  • Manage the Conference Center’s physical space for cleanliness and readiness at all times.  Coordinate with FLIK Catering Group, Office Services, and Technology Support, to ensure the preparedness of the Conference Center for its client’s needs
  • Ensure all conference center meetings are scheduled accurately and communicated properly to the departments responsible for execution in a timely manner
  • Act as a liaison between the firm and FLIK Catering Group
  • In collaboration with FLIK Catering Group, manage the self-service Micro-Market kiosk to ensure product inventory is accurate and fresh; review month end P&L reports, and monitor transactional accountability  
  • Work directly with the FLIK team on any guest services related issues including but not limited to coordinate menus and services for on-going catering requests, cleanup and turnover of conference rooms
  • Monitor the cleanliness of the conference rooms and ensure meeting rooms are fully stocked with adequate supplies
  • Review, prepare and submit all invoices for catering and conference center related activities
  • Anticipate needs, forecast results, analyze and arrange Conference Center work processes

Administrative

  • Manage daily set-up reports through VEMS  
  • In collaboration with the Operations Manager and FLIK Catering Group, assist with the development of annual departmental budget and financial plan for the Conference Center 
  • Perform other clerical duties, as assigned

OTHER FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

  • Answer vendor inquiries and direct them to appropriate contacts and locations
  • Any other functions/duties as assigned by management

Qualifications & Requirements

Education

Associates or Bachelor’s degree preferred

Work Experience

  • A minimum of 3 years of management/supervisor experience in front-line customer service; preferably in a hospitality or conference center facility or in the facilities management industry

Skills

  • Excellent telephone etiquette
  • Exceptional organizational and time management skills
  • Excellent written and oral communication skills
  • Punctuality and availability for work overtime; hours are Monday-Friday from 8:00 a.m. to 5:00 p.m.; with the potential to change
  • Ability to work with minimum supervision
  • Customer service driven
  • Ability to multi-task
  • Proficiency in the use of software, including, but not limited to, Microsoft Office: Word, Outlook and Excel
  • Ability to handle multiple tasks and ability to work under specific time constraints
  • Professional appearance

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The www.kirkland.com job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.

 
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