Client Centre Coordinator

6 months ago

Toronto, Canada Cassels Brock & Blackwell LLP Full time

**About Us**:
Cassels Brock & Blackwell LLP is a leading national law firm focused on serving the transaction, advocacy and advisory needs of Canada’s most dynamic business sectors. We have one of the largest business law practices in the country, serving multinational, national and mid-market clients from our offices in Toronto, Vancouver and Calgary.

**Our Culture**:
At Cassels, our mission is to attract, retain and promote individuals of exceptional ability and talent from as broad a range of backgrounds as possible. We offer meaningful career opportunities, invest in professional growth, and foster an inclusive environment. Our Firm’s success is built on the unique skills, perspectives, experiences and values of each individual. We encourage a corporate culture that respects and celebrates the dignity, value and diversity of all.

**Role Overview**:

- Adheres to service standards for the Client Centre. “Lives and breathes” the service standards and inspires team members to do so.
- Lead planning meetings to support the planning and execution of events.
- Responsible for the end-to-end process of internal event planning and execution including budget management, catering, boardroom booking, furniture set-up, Audio Visual coordination, and relationship management of mid/large scale internal events.
- Coordinating all activity in the client centre including (but not limited to) greeting of clients, catering, boardroom bookings, equipment, and furniture set-up to ensure a consistent of high-level service is delivered.
- Coordinating with the Events Coordinator for special client functions, getting final confirmation of the meeting’s time, number of participants, Audio Visual presentation materials, and room set-up.
- Monitoring the daily meeting reservation system to proactively ensure clients’ needs are being met.
- Identifying booking conflicts or potential booking conflicts and resolving immediately, escalating required conflicts to the Manager of Office Services.
- Consistently exercise discretion in managing correspondence, information, and all matters of confidentiality; escalate issues where appropriate.
- Checking that meeting rooms are set-up correctly, with proper equipment and amenities prior to start of meeting to keep consistent with Firm standards.
- Restocks Client Centre Floor boardroom inventory.
- Provides tours of the Conference Floor to internal and external parties, explains the space including capacities, configurations, and limitations.
- Ensure all rooms are set according to business volume and client requirements.
- Responsible for managing all related expenses, invoice reconciliation and purchases.
- Review of meeting room utilization reports to provide input and recommendations to the Manager of Office Services for optimization.
- Collaborate with Manager, Facilities and Business Services to develop and execute ideas and procedures to continuously improve department performance and client satisfaction.
- Providing coverage of the reception desk and catering when necessary.
- 5+ years hospitality-related experience
- Exceptional communication skills.
- Ability to work under pressure, be flexible and adapt to changing situations easily.
- Capable of meeting service expectations graciously, proactively, promptly, and professionally, with genuine care and attention to detail.
- Previous reception/front desk/concierge experience an asset
- Ability to juggle multiple priorities, meet deadlines and exhibit sound judgment and problem-solving skills.
- Energetic and passionate about client service and service standards related to meetings and events.
- Availability to work overtime or flexible hours, including evenings and weekends, when necessary.
- Computer skills in Microsoft Windows 10 Office Suite.
- Smart Serve Certification and/or Food Handlers certification considered an asset.
- Will appeal to individuals who enjoy working with people, are detail-oriented and thrive on providing outstanding customer service to clients.
- Ability to work effectively with mínimal supervision.

**Employment Type**: Permanent, Full-Time (_On-Site_)

**Hours**: 9:00AM - 5:00PM (Negotiable for 8:30AM - 4:30PM; some flexibility required)
- **What we offer**:_
- Competitive compensation + Extended Health & Dental Care.
- RRSP Matching Program for your financial future.
- Education/tuition allowance to support your growth.
- Fitness Reimbursement to keep you active.
- A culture that champions Diversity and Inclusion.
- A Culture of Wellness: Cassels recognizes the importance of wellness and provides a comprehensive program that addresses the mental and physical well-being of our employees by providing resources, services, training and support on an ongoing basis.
- Well-stocked kitchen with healthy snacks, coffee, and more.
- Hybrid work environment for flexibility.
- A business casual dress code (client/day specific).
- Employee referral bonus.

**Job Types**: Full-time, Permanent

**Salary

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