Guest Services Coordinator

About the role

The Guest Services Coordinator is responsible for the conference center, food service functions, and satellite kitchens. They coordinate schedules for internal meetings and functions with the Facilities Department and work with various departments to coordinate special events inside and outside the office.

Responsibilities

• Coordinate special office events with various department team members, including all aspects of event planning: venue scheduling, catering, décor, staffing, entertainment, facilities, and materials.
• Schedule conference rooms for events and maintain complete records.
• Establish relationships with caterers, obtain competitive bids, and secure best pricing while meeting budget requirements for both in-house and outside meetings.
• Set up registration and food tables for client meetings and events.
• Review catering invoices for accuracy before forwarding to appropriate managers for approval.
• Handle other event planning logistics as needed.
• Serve as backup receptionist, covering the front desk during breaks and lunch as schedule permits.
• Maintain the appearance of all satellite kitchens, including stocking food and supplies.
• Coordinate repairs of kitchen equipment with the Director of Administration, Facilities, Guest Services, and Operations Manager.
• Use the conference room scheduler to place appropriate food orders for all meetings, utilizing an established list of caterers or an online food ordering service.
• Set up conference rooms for all meetings with food and beverage requirements and train other facilities members on the same.
• Maintain inventory of kitchen supplies and coordinate with the Director of Administration, Facilities, Guest Services, and Operations Manager.
• Maintain inventory of all beverages and keep the Director of Administration, Facilities, Guest Services, and Operations Manager informed of current levels.
• Ensure conference rooms are well supplied and maintained; inform the Facilities team of any required supplies.
• Coordinate the delivery of standard food items and supplies (e.g., tea, coffee supplies, paper plates, napkins, paper towels, dish detergent, utensils).
• Break down and clean up food service setups in conference rooms immediately following meetings.
• Make nearby food and beverage runs outside the office when necessary.
• Clean out all refrigerators weekly and perform a thorough cleaning quarterly.
• Assist with the organization of visitor office reservations and prepare offices for visitor arrivals.
• Coordinate special office events with the Marketing/Business Development team, including all aspects of event planning.
• Perform all other duties as assigned or required.

Requirements

• 2+ years of related experience, with emphasis in hospitality and/or event coordination.
• Available to work overtime as required.
• Proficiency in Microsoft Office suite, iManage, and other firm applications after orientation.

Preferred Qualifications

• Prior law firm experience.

Skills

• Pleasant and professional demeanor with a clear speaking voice and excellent spoken and written command of English.
• Ability to prioritize and handle multiple tasks simultaneously with keen attention to detail.
• Ability to move up and down stairs while carrying food.
• Team player with a reliable and cooperative manner.
• Ability to work well with clients, support staff, and attorneys without supervision.
• Ability to work well under pressure and perform repetitive tasks; flexibility with regard to schedule.
• Excellent follow-up skills.
• Punctual.

Pay

The expected hourly pay range for this position with a work schedule of 40 hours per week is $29.25 - $35.75 ($60,840.00 - $74,360.00 annually). Final offer amount will be dependent on geographic location, applicable experience, and skillset of the candidate.

Benefits

• Medical, health savings account (with applicable medical plan), dental, and vision coverage.
• Health and/or dependent care flexible spending accounts.
• Pre-tax commuter benefits.
• Life insurance, AD&D, and long-term care coverage.
• Backup care for children and/or adults and other parental support benefits.
• Firm-paid life insurance, AD&D, LTD, and short-term medical benefits.
• 20 days of Paid Time Off (PTO) and 10 paid holidays each year.
• Generous parental leave and fertility benefits.
• Detailed benefit orientation for new employees to learn about benefits and resources.