London Audio-Visual (AV) Coordinator

London, England, United Kingdom

1/7/2025

UK Job Description

Description

Organize, coordinate and execute audio visual setups across the firm’s London office. Set-up and monitor videoconferences, many of which are highly sensitive/confidential and require professional decorum and extreme commitment to confidentiality. Assist the Global AV Collaboration team with videoconference-related matters, issues, and questions as well as with reviewing, recommending, implementing and supporting new technologies in the areas of videoconference, AV, and UC collaboration. Provide support, regular or ad hoc reports to the London Management team. Must be willing to come in early or stay late based on meeting requirements and special projects.

The Firm

Reed Smith is a global law firm with more than 1,700 lawyers in 30 offices throughout Europe, the Middle East, Asia and the United States.

Operating as one global partnership, we represent leading international businesses from FTSE 100 corporations to mid-market and emerging enterprises; advising clients on cross border transactions, international commercial disputes and regulation. We specialise in industries including financial services, life sciences, health care, energy and natural resources, entertainment and media, shipping and real estate.

We all share a common culture, with core values supporting the firm’s commitment to add value, achieve excellence, and promote professional development. London is our largest office with approximately 700 people, including over 350 fee earners across the full range of commercial practice areas. Consistent with the firm’s strategy, the office has grown significantly over the past five years. Key to this growth has been our ability to successfully integrate new hires into our business and give them a platform to flourish. We place a huge significance on listening to our people and incorporating their ideas wherever possible.

Responsibilities

• Coordinate London audio visual meetings by engaging the meeting organizers and obtaining requirements. Clearly communicate and coordinate between all parties including meeting chair, Global AV Collaboration team, and local office IT teams.
• Become proficient in microphone, speaker, camera settings/troubleshooting in Zoom, Teams and other online collaboration platforms.
• Assist the Marketing group with events, webcasts and webinars in all the London event spaces.
• Become proficient with all video conference and AV tools used for collaboration both internally and externally.
• Become proficient with the Firm’s conference room scheduling system.
• First level triage and troubleshooting for all the London office's audio-visual equipment in conference rooms and event spaces including basic network and signal testing.
• Alert the London IT Team and Global AV Collaboration Team of any suspected audio visual issues that cannot be resolved after basic troubleshooting.
• Coordinate and schedule with outside AV vendors to assist fixing installed equipment in rooms and event spaces and assist them when they are onsite.
• Maintain accurate records and logs regarding audio visual equipment and usage. Prepare related reports and submit to the Manager of Global Collaboration & Event/Special Project Planning on a regular basis (as determined) and on an ad hoc basis as needed.
• Identify trends in audio visual usage and problems, report trends to the Manager of Global Collaboration & Event/Special Project Planning and make recommendations for addressing problems.
• Work with the Network Services team to monitor/troubleshoot with the appropriate vendors(s) as well as assist in designing the video network as appropriate.
• Serve as a main contact for issues, problems, and questions related to London office's audio-visual procedures, policies, equipment, conflicts, and usage.
• Assist in maintaining and updating collaboration and video equipment firmware in line with the firm’s change policy.
• Keep current with new and developing technologies in the area of AV and collaboration.
• Make recommendations for the review and implementation of AV and collaboration technologies.
• For all new or renovated conference rooms, be responsible for coordination of meetings between the firm’s Network and Telecom teams and AV partners to ensure a smooth and successful implementation.
• Involvement in the design, implementation, functional testing, and on-going support of new rooms, site, and office buildouts involving audiovisual technologies. Must be willing to travel and stay for extended periods when necessary.
• Train IT staff on audio-visual responsibilities, including but not limited to videoconference set-up requirements, camera operation, and duties during videoconferences.
• May volunteer or be selected to serve on special committees, work groups, project teams, or escalation teams related to various Firmwide IT initiatives. Initiatives may be specific one-time events (e.g., research, testing, rollouts, upgrades, installations) or ongoing activities.
• Able to troubleshoot PC/Laptop issues, working with clients to connect them to RS internet offerings.
• Assist the London Deskside Support team as and when required. Using quiet times to monitor the London call queue and assisting with day-to-day support issues. Knowledge of hardware/software troubleshooting beneficial.
• Working with the London Deskside Support team on large projects/Deployments/Refreshes as required, with also being able to manage time/schedules effectively.
• All other duties as assigned.
  
  

Key Skills, Attributes and Experience

Education

Bachelor’s Degree or equivalent experience. Other training or education in relevant field strongly preferred.

Experience

Experience using, configuring and troubleshooting Logitech Rally Bars, Zoom Rooms, QSYS Processors and Crestron TSS Room Schedulers. Two years experience in the telecommunications and networking field and/or with integrated audio-visual equipment desired. Experience in a law firm or other service environment a plus.

Skills

Extremely organized individual, with excellent communication skills, both verbal and written.

Solid PC skills, including MS Office Word, MS PowerPoint and Excel. Strong technical and mechanical aptitude.

Demonstrated Leadership Ability, Problem-solving Skills, And Project Management Experience.

Able to work independently and as part of a team. Ability to interact with all levels of management and staff, and handle difficult situations with tact.

Ability to remain calm in high-pressure situations and handle difficult situations with tact/diplomacy. Able to multi-task and prioritize in a deadline-driven environment. Demonstrated ability to appropriately manage confidential and sensitive information.

At Reed Smith, we welcome direct applications either in response to one of our advertised vacancies or on a speculative basis. Please click on the “Apply Now” button to submit your details and we will be in touch.

No search firms/agencies please.

Reed Smith's success depends heavily on the effective utilization of qualified people, regardless of their race, ancestry, religion, colour, sex, age, national origin, sexual orientation, gender identity and/or expression, disability, veteran's status, or any characteristic protected by law. As a firm, we adhere to and promote equal employment opportunity for all.

We are committed to making all stages of our recruitment process accessible to candidates with disabilities or long-term health conditions. If you have a disability or a long-term health condition and require adjustments to be made for you within the recruitment process, please contact a member of the Recruitment team. For more information on our approach to diversity and inclusion please visit our website .