Guest Services Specialist

About the role

Cooley is seeking a Guest Services Specialist to join the Office Services/Facilities team. Under the direction of the Operations Manager and/or Director of Administration, the Guest Services Specialist is responsible for overseeing the day‑day hospitality service operations and directing large multifaceted service offerings.

Responsibilities

• Liaise with various service vendors, caterers and third party contracted vendors to provide high quality food services and offerings
• Research options associated with all internal and external events and help coordinate with Operations Manager and other departments on large scale event projects
• Work with the Activities Committee and other local and firmwide managers to help coordinate events for the local office
• Locate and contract with services providers related to events, as needed
• Assist Administration, Marketing, Legal Talent, Professional Development and other departments with coordination of events
• Oversight of conference room bookings through an online software tool (EMS)
• Analyze conference room usage reports
• Provide best in class service to clients by paying significant attention to details, from food service to welcome protocols
• Oversee all internal hospitality areas
• Coordinate all hospitality communications
• Liaise with outside vendors and internal departments for meeting events, catering setup on premises to ensure best first impression for clients, employees and visitors
• Manage updates to local office’s CooleyNet page, assist with weekly office updates and quarterly newsletters
• Assist Operations Manager and/or Director of Administration with the management of the Café Manager and onsite café vendor team and implement cost saving measures and suggest ways to generate increased revenue through café sales. Ensure café vendor provides efficient and cost-effective food services. Conduct research and RFPs on a regular basis to ensure our café is competitive and resourceful. Assist Director of Administration with negotiating contracts and renewals, as needed
• Review weekly café sales and operating expense reports