Client Services Specialist

Job Title: Client Services Specialist Department: Conference and Events Reports To: Los Angeles Director of Administration Type: Perm Start Date: ASAP Location: Los Angeles CA – 100% onsite Max Salary: $46,100 plus overtime and bonus Status: Non-Exempt Summary A high end law firm in Los Angeles is looking for a Client Services Specialist to deliver high-quality service to lawyers, clients, staff, and visitors within the Conference and Events Department. This role involves managing all aspects of conference room scheduling, coordinating catering, and meeting setups, and ensuring timely communication between departments and stakeholders. The ideal candidate will maintain a professional, client-focused demeanor while managing a high volume of responsibilities. Key Responsibilities Provide top-tier hospitality and concierge-style service to internal and external stakeholders. Schedule and reschedule meetings using the Event Management Software System (EMS), including coordinating room setups, catering, and equipment needs. Ensure accurate and timely entry of reservation data and maintain a comprehensive knowledge of conference room capabilities (seating capacity, AV equipment, etc.). Assist with visitor registration, issuing and collecting security badges, and ensuring compliance with workplace security protocols. Respond promptly and accurately to service requests, including transportation, restaurant, travel, and lodging arrangements. Proactively maintain the cleanliness and organization of conference rooms, reception areas, kitchen pantries, and surrounding areas. Operate and troubleshoot basic office and AV equipment, such as microphones, copiers, and fax machines. Coordinate catering services, including placing orders, setting up, and breaking down service. Complete administrative tasks, including scanning, printing, mailing, processing invoices, and expense reimbursements. Develop and maintain strong working relationships with lawyers, staff, clients, and service departments (Catering, Office Services, ITS). Ensure timely communication with management regarding any issues affecting client services or conference center operations. Qualifications Experience: Minimum 1-3 years of front desk experience in a professional environment; law firm experience preferred. Technical Skills: Proficient in Microsoft Word, Excel, PowerPoint, and familiarity with EMS or similar reservation systems. Basic knowledge of AV systems for meeting support is required. Soft Skills: Strong organizational skills with exceptional attention to detail. Excellent verbal and written communication abilities. Ability to multitask and manage time effectively in a high-volume environment. Exceptional interpersonal skills to address and resolve client issues. Other Requirements: Flexibility to work alternative shifts, weekends, holidays, and overtime as needed. Team-oriented mindset to collaborate with co-workers and service departments. Additional Responsibilities Assist in managing visitor offices, including scheduling and tracking. Ensure guest registration is complete and maintain accurate records. Monitor security alerts and notify appropriate teams, as necessary. Operate coffee and Nespresso machines, delivering beverages to meetings or waiting areas. Proactively replenish meeting, food, and beverage inventories. Notes from HR: Experience: Recent graduate or experienced professional with administrative, front desk, or client-facing experience. Candidates with internships or entry-level roles in legal, administrative, or marketing support are preferred. Avoid candidates from purely sales or retail backgrounds unless supplemented with relevant experience (e.g., internships). Skills: Strong communication and organizational skills. Proficient in Microsoft Office and able to handle administrative tasks like scheduling and client coordination. Education: Bachelor’s degree required. Responsibilities: Schedule and coordinate meetings, including room setups, catering, and technology needs. Provide front-desk support and assist with client interactions in a professional environment. Maintain conference room availability and ensure proper use of scheduling tools. Interview Process: Initial screening by the recruiter. A remote skills assessment covering typing speed (40 WPM minimum), grammar, and proficiency in Microsoft Word (baseline score: 70%). A final interview with the hiring manager.