Friedman Williams
Client Services Specialist Palo Alto CA
Job ID: 19926
Position Summary:
We are seeking a highly organized, service-oriented Client Services Specialist to support our lawyers, clients, staff, and visitors by delivering exceptional conference center services. This role is critical in managing all aspects of conference room scheduling using the Event Management Software System (EMS), including reservations, confirmations, meeting setup, and coordination of catering and technology services. The ideal candidate will ensure seamless communication and service execution to uphold our firm’s high standards.
Key Responsibilities:
- Provide concierge-style service to lawyers, clients, staff, and visitors using the conference center.
- Manage scheduling, setup, and support of conference rooms through EMS, ensuring accuracy and responsiveness.
- Coordinate catering and technology needs in collaboration with relevant departments.
- Greet and direct incoming calls and visitors with professionalism and courtesy.
- Track and manage visitor offices and guest registration, including issuing and collecting visitor badges.
- Support meetings with basic audio/visual setup and troubleshoot minor technical issues.
- Assist with special requests, including transportation, travel, lodging, and local recommendations.
- Maintain cleanliness and organization of conference rooms, reception, and pantry areas.
- Operate and maintain office equipment and coffee/espresso machines.
- Monitor inventory levels for meeting supplies and coordinate restocking as needed.
- Schedule cleaning and maintenance for conference spaces with appropriate teams.
- Process administrative tasks including invoices, expense reports, and time entries.
- Maintain the highest level of confidentiality and professionalism in handling sensitive information.
- Provide timely feedback to management regarding service improvements or operational issues.
- Perform other related duties as assigned to support the client services team.
Qualifications:
- Minimum 3 years of front desk or client-facing experience in a professional environment; law firm experience preferred.
- Strong organizational skills with a proactive, detail-oriented approach.
- Ability to multitask effectively in a high-volume, fast-paced environment.
- Outstanding verbal and written communication skills, with strong interpersonal abilities.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint); experience creating, editing, and managing documents.
- Familiarity with basic audio/visual equipment for meeting support.
- Working knowledge of EMS (or similar reservation software) strongly preferred.
- Ability to operate and troubleshoot office equipment (copiers, fax machines, etc.).
- Flexibility to work alternative shifts, including occasional evenings, weekends, holidays, and events.
- Proven ability to collaborate and build relationships with diverse teams and departments.
Interested?
Please email Kiersten Ahle at Kahle@friedmanwilliams.com to apply.