Conference Services Clerk

Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.

We are a collegial, collaborative firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.

If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Conference Services department in our Houston office, as a Conference Services Clerk.

The Conference Services Clerk is primarily responsible for covering all functions in the Conference Rooms Services Department including but not limited to conference room set ups, food set ups and stocking supplies. Serve as a back-up to Office Services Department including but not limited to copying and printing, mail and overnight deliveries, maintenance, court runs and other deliveries, and other duties as assigned by Operations Manager.

Essential Functions: 

Conference Rooms Services: Essential Duties

• Responsible for the detailed tasks of the day-to-day activities of all conference rooms including configuring tables and chairs for meetings of various sizes including setup and breakdown of tables, arranging beverage and food set-ups by following requests via Big Hand; collaborates closely with the Conference Services Coordinator
• Performs conference center room checks to assure readiness and functionality. Ensure conference rooms are clean and orderly following each use. Regularly stocks all areas and replenishes supplies stored under cabinets
• Assist with set-up and clean-up for bi-monthly all office lunches
• Responsible for conference room and kitchen clean up on all floors for readiness for next morning; checking all coffee pots on all floors and turning off and cleaning, loading and running dishwasher and straightening kitchens prior to leaving each day
• Maintains professionalism at all times assuring hospitality-centered service
• Maintains current inventory in Conference Center, and meeting rooms. Keeps all meeting rooms stocked with supplies
• Responsible for overseeing the maintaining of all coffee/copy rooms, attorney’s lounge and kitchens in a clean and show-ready appearance. Stocks all areas on a regular basis
• Serve as back-up to Conference Service Coordinator at the Reception desk
• Assist with placing food orders when needed and interacting with food vendors
• Responsible for keeping Operations Manager informed of all aspects of all your areas of responsibility

Office Services; Essential duties

• Responsible for daily processing and metering of mail using the postage machine with Quadient and processing UPS and other shipments using PS Ship
• Responsible for maintaining shipping manifest for all internal ‘pouch’ shipments
• Responsible for mail runs
• Responsible for generating pouch manifest for UPS; routing copies to office pouch is going to and places the original in tray
• Responsible for ordering supplies for FedEx, UPS, DHL and U.S. Mail
• Assist with utilizing Arrival System to check in shipments and deliver packages
• Assist in completing all duplicating, printing, scanning, and binding projects and deliver same
• Assist in replenishing paper in all copy machines on all floors with copy paper each night
• Assist with court runs and other deliveries as needed. Coordinates with messenger service when needed
• Upon Operation Manager’s instructions, assist with office set ups for new hires and internal moves
• Assist with overflow errands and moving boxes as required
• Assist in escorting vendors to and from locations after normal hours as required
• Be available to cover 2^nd shift (until 7:30 p.m.) as needed
• Assists with other duties as assigned by Operations Manager or Director of Administration

Education/Training/Certifications:

• High School Diploma. An equivalent combination of education and/or experience may be considered in lieu of the diploma when the experience has been directly related to the functions of the job.

Professional Experience: 

• Minimum of two years in Office Services department
• Large law firm experience a plus

Technical Skills:

• Proficiency in Microsoft Office products

Performance Traits: 

• Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
• Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
• Ability to work under pressure, meet deadlines with shifting priorities
• Must be a self-starter with a high level of initiative
• Strong customer service skills, able to anticipate needs
• Strong attention to detail, organizational skills and the ability to handle multiple projects
• Maintains confidentiality and exercises discretion
• Exercises solid strategic thinking and problem-solving skills

Physical Requirements:

• May require occasional lifting of up to 40 lbs. (conference room equipment, tables, chairs, etc.)
  
  

The typical pay scale for this position is between $52,300 and $69,200, although the actual wage or salary could be lower or higher if the candidate’s education, experience, skills and internal pay alignment are different from those specified. 

The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&D insurance, 401(k) savings plan, back-up childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth.

Thank you for your interest in Mayer Brown. We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request a reasonable accommodation related to the application process and/or job interview, please email uslateralrecruiting@mayerbrown.com. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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