Guest Experience & Hospitality Coordinator

McDermott Will & Schulte is a leading global law firm with more than 1,700 lawyers and 1,400 business professionals. We celebrate excellence, collaboration, and community and have been recognized as a top workplace by USA Today, Fortune, The American Lawyer, Vault, and others. We are also certified by Great Place to Work.

About the role

The Guest Experience & Hospitality Coordinator delivers a seamless, professional, and high-touch experience for internal and external clients by supporting all hospitality operations. This role serves as a key point of contact for hospitality requests, ensuring exceptional service, efficient coordination of workplace logistics, and adherence to firm policies. It requires a proactive, service-oriented professional with strong organizational skills, attention to detail, and the ability to manage multiple priorities effectively.

Responsibilities

• Respond to guest inquiries and requests in accordance with firm client-service standards using knowledge of firm and department policies; escalate difficult situations to the security team or supervisor as needed.
• Schedule conference rooms and coordinate meeting arrangements, including catering, audiovisual support, and security services through firm meeting software.
• Review the local office meeting schedule and prepare for upcoming meetings.
• Place catering orders and oversee deliveries to ensure accuracy and timely receipt.
• Prepare and maintain conference rooms by managing food deliveries and ensure rooms are cleaned promptly after meetings.
• Process catering invoices in Chrome River using the appropriate attorney and client numbers for daily food and beverage requests.
• Prepare a weekly inventory of hospitality supplies for the supervisor and order additional supplies in the supervisor’s absence.
• Assist guests traveling to the local office by coordinating with McDermott’s travel provider, arranging car service, and supporting related travel needs as needed.
• Provide in-person support at the start of meetings when requested, including video conferences, and familiarize users with room controls and support resources.
• Inspect local conference room hospitality supplies daily to ensure they are organized and maintained according to standards.
• Capture dietary restrictions and hospitality notes in the firm’s client management software, and collaborate with Administration, HR, Facilities, and IT to support seamless experience for employees and visiting professionals, including onboarding support.
• Monitor budget considerations related to front office and hospitality services and assist with responsible cost management.
• Gather and suggest feedback to supervisor to continuously improve service quality and the overall workplace experience.
• Ensure compliance with firm policies, security protocols, and building regulations for visitors and operational functions.
• Stay informed about workplace hospitality and guest experience best practices, recommending improvements as appropriate.

Requirements

• Bachelor’s degree preferred.
• At least three (3) years of related work experience.
• Knowledge of Microsoft Office Suite (Excel, Outlook, PowerPoint, and Word).
• Knowledge of switchboard operations for handling conference calls and long-distance or international calls.
• Strong written and verbal communication skills.
• Strong client service skills both in person and over the phone.
• Ability to work effectively in a fast-paced environment.
• Ability to learn new concepts and skills quickly.
• Ability to work flexible and/or additional overtime hours and weekends as needed.

Benefits

• Outstanding career opportunities.
• Competitive total rewards package with the opportunity to earn performance-based bonuses.
• Comprehensive benefits package for full-time positions.

Pay

Target hiring range: $62,000 – $78,000. Base pay is based on market location and may vary depending on job-related knowledge, skills, experience, and geographic location.

Physical Demands and Work Environment

• While performing the duties of this job, the employee is required to sit, use hands, reach with hands and arms, stoop, talk, and hear.
• Employee must occasionally lift up to twenty (20) pounds.
• Typical indoor office environment.