Conference Services Coordinator

THE FIRM

At Alston & Bird, an international law firm, we take pride in our work through impactful communication, collaboration, and community involvement. Our company culture has been recognized for Fortune magazine’s “100 Best Companies to Work For©” for 25 years in a row. This accolade, along with many others, fosters a continuous drive for innovation and professional development amongst our employees. Here at Alston & Bird, we have built a foundation of trust, consistency, and humanity that contributes to our overall success.

JOB DESCRIPTION

Under direction of the Conference Services Manager, you will partner closely with the Evening Conference Services/Banquet Coordinator and firm event planners to ensure that operations can successfully meet client expectations. You will efficiently manage and coordinate services for the Firm’s conference space meetings and events by being professional, caring, resourceful and motivated. You will work with meeting and event hosts to plan, coordinate and communicate the following logistics:  food & beverage, multi-media, receptionists and security.

ESSENTIAL DUTIES

• Liaison between Conference Service and all other departments firmwide in coordinating meetings and events place in the firm Conference Center.
• Coordinate WDC supplemental services to include multi-media, CST, Guest Service Specialists, messenger services, signage and parking.
• Serve as the point person to interface with The Atlantic Center building management and security to make them aware of support services needed for meetings and events.
• Coordinate with Conference Services peers in other firm offices as needed.
• Work with Administrative Services to process billing.
• Work in an EMS on-line reservation environment  Responsible for entering all pertinent information into EMS.
• Review on-line reservation system and Banquet Event Orders (BEO’s) at the end of each shift with the assigned Conference Services staff, to ensure evening meetings and receptions are executed to specification.  Communicate and coordinate with other Conference Services staff as needed.
• Place food orders with caterers and process food preparation and set up upon delivery.
• Bartend occasionally.
• Develop relationships with caterers and prospect new caterers and other relevant suppliers.
• Perform other related duties in the Conference Services Department as assigned by supervisors.

SKILLS NEEDED TO BE SUCCESSFUL 

Organizational and Task Management

• Ability to organize work in a manner that facilitates timely and efficient completion of assigned tasks.
• Ability to discern and reconcile competing priorities, manage multiple tasks or assignments, and complete assignments within established deadlines.
• Ability to learn rapidly and adapt quickly to changing situations with minimal planning/information.
• Ability to maintain required ServSafe Certification(s) associated with food and bartending service.
• Proficiency with firm issued mobile device, to be utilized during workday and on person, functioning at all times while in office. 
• Ability to resolve issues quickly and efficiently without disrupting client progress.

Communication and Listening Skills

• Strong command of the English language, both verbal and written.
• Ability to communicate Firm, Administrative Support Services, and Conference Center Standards outlined in the Firm Manual and ABnet Private Site to colleagues, clients and other individuals.
• Ability to effectively utilize verbal and written communication with colleagues, clients, and other individuals.
• Ability to clearly and accurately convey information in a professional and respectful tone with colleagues, clients, and others.
• Ability to share ideas and feedback and opinions in a constructive and professional manner.
• Ability to listen and be open to learn from other people’s advice and observations.
• Comfortable in a client-facing role. This is both a front-of-house and back-of-house role.

Performance Standards

• Brand Image – Maintain a positive perspective about Alston & Bird, your work responsibilities, and the competencies of the Conference Services department in both good and challenging times.
• Space Standards – Maintain and follow all operational standards associated with but not limited to Conference Rooms, Breakrooms, Red Carpet Service, Touchdown Rooms, Telephone Rooms, Visiting Attorney Offices, Common Areas and Conference Center.
• Event Service Standards – Understand and execute Alston & Bird Event Service Standards for dinner service and receptions outlined on the ABNet Private Site.
• Sustainability Standards – Support established firm practices.

EDUCATION & EXPERIENCE

Required:

• Previous experience of 5 or more years in the hospitality industry.
• Proficiency in MS Word and Excel is necessary.
• Excellent written and oral communication skills.
• Positive interpersonal and customer service skills.
• Basic experience with audio visual equipment.
• ServSafe certification in Food Safety in accordance with state law.

Preferred:

• Previous experience with online reservations software is relevant.
• Experience in a 4-diamond resort or higher preferred.

PHYSICAL EFFORT

• Substantial movements of the wrists, hands, fingers and legs.
• Reaching above head, crouching and kneeling to gain access to food and bar supplies and equipment.
• Ability to remain standing and walk around during normal work shift for about six or seven hours each day.
• Ability to walk up and down stairs if necessary.
• Ability to push catering carts loaded with chafing dishes filled with food, china, glassware, silverware, flowers, or bar supplies weighing about 50-60 lbs.
• Ability to lift chafing dishes filled with food weighing about 30 lbs. or boxes of wine and alcoholic beverages and subsequently to lift them 40” high to set them on buffets or bars.
• Talking - expressing or exchanging ideas by means of spoken word. Ability to convey detailed or important spoken instructions to other workers accurately.
• Hearing - ability to receive detailed information through oral communication.

The salary range for this position in Washington D.C. is $57,000-$67,000 and represents the firm’s good faith minimum and maximum range for this role at the time of posting. The actual salary offered will be dependent on various factors, including but not limited to, the candidate's experience, education, relevant certifications, geographic location, market demands, and specific business needs. Generally, candidates are considered for the higher end of the salary range when they bring the requisite level of experience and expertise to the role.

EQUAL OPPORTUNITY EMPLOYER

Alston & Bird LLP is an Equal Opportunity Employer does not discriminate on the bases of any status protected under federal, state, or local law. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law on the basis of race, color, religion, sex, age, sexual orientation, gender identity and/or expression, national origin, veteran status or disability in relation to our recruiting, hiring, and promoting practices.

The statements contained in this position description are not necessarily all-inclusive, additional duties and responsibilities may be assigned, and requirements may vary from time to time.

Professional business references and a background screening will be required for all final applicants selected for a position.

If you need assistance or an accommodation due to a disability you may contact [email protected].

Alston & Bird is not currently accepting resumes from agencies for this position. If you are a recruiter, search firm, or employment agency, you will not be compensated in any way for your referral of a candidate even if Alston & Bird hires the candidate.