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Conference Room Coordinator (1262)

Designation: Direct Hire Category: Clerical Location: Houston, TX
Salary: DOE Job Code: JOS000001262  

Job Description:

Monday - Friday, 7:30 am - 4:30 pm 

The Catering Assistant is responsible for an office consisting of several conference rooms.  

Primary Responsibilities:

In conjunction with the Receptionist, the Catering Assistant is responsible for taking and managing conference room reservations utilizing the Firm’s conference room software Room Scheduler/EMS.  The primary responsibilities of the Catering Assistant include, but are not limited to, the scheduling and preparation of conference rooms for meetings and/or special events, ordering refreshments and/or meals, and replenishing/refreshing beverage service during meetings.  The Catering Assistant is expected to remain on-call during meetings to assist with any requests from within, clean up conference rooms after meetings, stock conference room credenzas and other storage areas with office supplies, arrange for set-up and audio visual equipment as required, and assist in preparation of handouts and other materials for meetings as requested.

The Catering Assistant is also responsible for ordering meals for all meetings, stocking, maintaining and cleaning the employee lunchroom and satellite coffee rooms.  This requires ordering and maintaining appropriate inventory, daily loading/unloading of dishwashers and cleaning of microwaves, coffee machines and soda machines, and weekly cleaning of refrigerators.  Ensure regular maintenance of espresso machine.  Check CO2 and syrups in soda machines frequently throughout the day.

Additionally, the Catering Assistant will provide backup coverage at the Reception Desk during scheduled breaks, lunches and as needed.

  • Ability to lift, move and push up to 25 pounds on a regular basis, and to bend, stoop and reach for objects frequently;
  • Ability to remain on one’s feet (standing and walking) for long periods of time;
  • Maintain  clean and organized conference rooms while exhibiting a high level of detail;
  • Excellent oral and written communication skills;
  • Work with clients (internal and external, as directed) to select appropriate menus for catering business meetings and social events inside the office;
  • May be asked to provide services outside the office such as when a Firm event is taking place at an alternate venue;
  • Negotiate with caterers and delivery services on favorable rates, in accordance with Firm standards (coordinate with Procurement);
  • Be accountable for orders placed and work with clients and use Outlook/RSVP invitations to avoid over-ordering;
  • Review all invoices and prepare check requests for payment;
  • Assist with finding new catering vendors and setting up tastings
  • Participate in cross-training colleagues on the Office Services team to create back-up support when on break and out of the office;
  • Order break room and pantry items, arrange delivery and stock in secure area including wine and beer inventory;
  • Work collaboratively with IS staff and facilities to ensure conference room/meeting experience consistently meets expectations.


  • A minimum of three years’ experience working in law firm or hotel catering, events or in a similar role in a professional services firm;
  • Two-year college degree preferred;
  • Proficiency in Microsoft Office applications (Word, Excel, PowerPoint and Outlook);
  • Familiar with online ordering (using and others) and experience with conference room databases;
  • Demonstrated skills and experience in menu selections and with ordering food
  • Demonstrated ability to work under pressure with frequent interruptions while maintaining flexibility;
  • Must possess a valid Texas State Driver’s license.

Becky Barclay