Receptionist/conference Services Coordinator

2 weeks ago

Vancouver, Canada McCarthy Tetrault Full time

At McCarthy Tétrault, we offer challenging and rewarding career opportunities and are delighted to have been selected in 2023 as one of _Canada’s Top 100 Employers_ and as one of _Canada’s Best Diversity Employers_ for the eleventh consecutive year. Our culture is built on professional excellence, collaboration, innovation, thought leadership and entrepreneurialism. We embrace inclusion in all its forms and we provide the tools and opportunities to help our people develop to their full potential.

As a Receptionist/Conference Services Coordinator, you will be primarily focusing on all daily reception tasks such as:

- Managing the Firm's reservation management system (EMS) to coordinate all activities in our Conference Center.
- Maintaining visitor logs while ensuring all visitors from other offices are provided with a security access card and assist them to reserve a working space as required.
- Supporting Firm members with bookings through EMS and communicating boardroom requirements to other service providers such as AV and catering.
- Accommodating last minute bookings and room modification requests and making adjustments to other bookings based on priority.
- Ensuring all documentation, including meeting and event summaries and service orders are complete and accurate.
- Liaising regularly with the Supervisor and the Conference Services Team on items pertaining to the operation of the Conference Centre.
- Providing assistance regarding logistic and scheduling during special events organized by the Firm.
- Ensuring that all client requests are either handled immediately or that clients are directed toward the appropriate resource.
- Ensuring that policies for catering, security, health and safety are adhered to.
- Activating emergency protocols as required and reporting all security matters to management.
- Maintaining utmost confidentiality regarding both internal and external client meetings and interactions.
- Logging and processing incoming and outgoing mail and deliveries that pass through reception.
- Assisting the Facilities Coordinator with informing the landlord of any issues that need to be addressed.
- Producing weekly recovery reports for finance as required.
- Executing procedures and other duties as determined by management.
- High school diploma.
- Minimum 3-5 years of related experience preferably in a professional services environment.
- Exceptional interpersonal skills and customer focus.
- Strong professional demeanor.
- Exceptional written and oral communication skills.
- Ability to deal effectively with difficult situations; demonstrate effective problem-solving skills, discretion and patience.

As a member of the McCarthy team, you will have access to:

- Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
- Competitive compensation, paid overtime and generous time off, including a day off to volunteer and a day off for your birthday.
- A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
- Strong community involvement and a commitment to equity, diversity and inclusion.
- A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

How to apply:

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