The New York International Arbitration Center is looking for a Hearing Services Coordinator, please feel free to forward this to people who might be interested. 

Please send applications to adosman@nyiac.org 

JOB DESCRIPTION

JOB TITLE:    Hearing Services Coordinator, NYIAC

LOCATION:    New York, New York

DATE POSTED:        30 January 2014

APPLY BY:     17 February 2014

ABOUT NYIAC

The New York International Arbitration Center, Inc. (“NYIAC”) is a not-for-profit corporation founded to promote and support New York as a place to hold international arbitration hearings and related meetings and events for gatherings for up to 43 people.  

JOB PURPOSE

The Hearing Services Coordinator will provide administrative and meeting services as well as technical support under the direct supervision of the NYIAC Executive Director.  The successful candidate will have an opportunity to help build NYIAC into an established institution as it enters its second year of operations. 

EDUCATION AND EXPERIENCE

·      Bachelor’s or Associate’s Degree or diploma in business administration, office administration, accounting, legal administration or related field.

·      General office services experience in a law, accounting, architectural, technology, marketing, advertising, event planning, non-profit or similar services setting.

·      Professional demeanor and strong interpersonal skills.

·      Proficiency in standard technology and software used in office services, video conferencing and meeting presentations preferred.

·      Familiarity with business arbitration or litigation preferred.

·      Basic bookkeeping experience preferred. 

RESPONSIBILITIES

Reception

·      Receive NYIAC-invited guest users (“Guests”) at NYIAC and familiarize them with the NYIAC facilities (five newly built hearing/meeting rooms, a reception area and a cafeteria break room) and services.

·      Assist Guests with their requests for additional information or hearing-related services.

·      Administer the NYIAC mailing list and assist with invitations, announcements and other, usually electronic mailings, under the supervision of the NYIAC Executive Director. 

Booking and Invoicing

·      Answer requests for information from potential Guests regarding the use of NYIAC space, including providing cost estimates and information on booking policies, technology, etc.

·      Maintain a calendar of booking requests and confirmed bookings.

·      Confirm bookings, invoice Guests for bookings and track when payment is due and received.

·      Build a file of Guest information for each booking, including the names of all attendees, technology needs, invoicing information, catering needs, etc.

Hearings and Operations

·      Arrange and supervise the delivery and removal of goods and services provided by NYIAC-approved third-party vendors and Guests.

·      Enter the names of Guests into the building’s security system to ensure swift processing by lobby security.

·      Process Guest catering requests, and receive and set out Guest catering deliveries, including breakfast, coffee/tea and lunch.

·      Arrange for shipping of materials to Guests following the conclusion of a hearing or event.

·      Open and close the facilities at the start and end of the business day. 

Technical Support

·      Provide Guests with initial general orientation and instructions regarding use of NYIAC’s technology (customized Crestron system, wifi, microphones, etc.).

·      Arrange and conduct testing of equipment with th eparties prior to hearings.

·      Set out and ensure recharging of wireless microphones.

·      Update the NYIAC website as instructed by the NYIAC Executive Director. 

Programs

·      Assist in planning for and hosting programs at NYIAC, including Board meetings and Continuing Legal Education (CLE) programs.

·      Administer RSVPs and coordinate catering for NYIAC Board meetings.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Office Operations

·      Strong interpersonal skills.

·      Ability to work alone as well as with the NYIAC Executive Director.

·      Strong organizational skills and attention to detail.

·      Ability to create and maintain spreadsheets using off-the-shelf software.

·      Facility with invoicing and basic bookkeeping.

·      Well-developed verbal and written communication skills in English and in a second major language in international business.

·      Flexibility and a positive, “can do” attitude. 

Computer and Technical Support Skills

·      MS Office Suite (Mac environment), including proficiency in Word, Excel and PowerPoint.

·      Ability to operate and troubleshoot standard office equipment (printers, copiers, scanners, phone and voicemail systems).

·      An aptitude for learning new software programs and web-based technologies.

·      Familiarity with WordPress preferred.

·      Proficiency with Crestron systems preferred.

COMPENSATION

$35,000 annual base salary for a 40-hour work week (8:00 a.m. start time on days with morning hearings, meetings or events), plus benefits commensurate with the position.

TO APPLY

No later than 17 February 2014, please provide a resume/CV and a letter explaining in detail your qualifications and motivation for the Hearing Services Coordinator position, by email to adosman@nyiac.org.

NYIAC is an equal opportunity employer.