Hospitality Specialist

Responsibilities

• Act as a resource for internal customers during meeting and event planning process
• Order, set up, and break down catering orders for client meetings
• Ensure rooms are reset for following meetings
• Confirm meeting room and hospitality procedures are in place and followed
• Partner with broader strategic resources teams (Meeting Planning, IT Solutions, AV Production, Facilities, Marketing, Finance) to provide transparency across all groups for meeting and event execution
• Provide support for internal customers on conference room scheduling tool to effectively manage client meetings
• Allocate invoices for payment, prepare and submit expense reports and ensure hospitality expenses are paid in a timely manner
• Execute office administration services to meet the needs of local office staff, including furniture moves (may include lifting/assembling furniture up to 50 lbs.), repairs/maintenance, meetings/conference room services and general office operations
• Order, maintain inventory and manage food and beverages products in common staff kitchens and pantries
• Arrange for maintenance/repairs when needed, ensuring quick response and minimal disruption
• Serve as a contact for office services questions, issues or special requests
• Allocate invoices for payment, prepare and submit expense reports and ensure hospitality expenses are paid in a timely manner
• Ensure outsourced staff meets performance expectations and service commitments and appropriate staffing levels are provided
• Maintain relationships with local office management and employees to stay abreast of needs and employee satisfaction
• Maintain relationships with external vendors, outsourcing firms and other office administration professionals
• Leverage relationships to respond to local office services needs/requests when needed
• Partner with the wider meeting planning and hospitality teams and follow best practices and firmwide hospitality standards to plan and coordinate office wide events (examples: holiday party, community engagement, Alliance Groups)

Qualifications

• Bachelor's and/or 5+ years hospitality experience required
• Commits to satisfying internal and external customers
• Good organizational, communication, and daily prioritization skills
• Strong time management and project management skills
• Basic working knowledge of Microsoft office products
• Excellent verbal and written communication skills
• Proven problem solving and critical thinking skills
• Willingness to adapt to change
• Able to work in a fast-paced environment
• Team player

Benefits

• Base salary does not include other forms of compensation or benefits
• Discretionary annual bonus (based on company, business unit and individual performance)
• Commission-based incentives
• Featured benefit offerings include medical, dental and vision coverage, employer paid short & long-term disability and life insurance, 401(k), profit sharing, paid time off, Maven family & fertility benefit, parental leave (including adoption, surrogacy, and foster placement), as well as other voluntary benefits

Pay

A reasonable estimate of the current base salary range at time of posting is below. Base salary does not include other forms of compensation or benefits. Actual base salary within the specified range is based on several factors, including but not limited to applicant's skills, prior relevant experience, specific degrees and certifications, job responsibilities, market considerations and, if applicable, the location of the position. This role is eligible for either a discretionary annual bonus (based on company, business unit and individual performance) and/or commission-based incentives.

Schedule

Employee in this role will be required to work in the New York office five days a week.

About the Role

This role will serve as the Workplace and Real Estate Management (WREM) Hospitality Specialist ensuring excellent customer service with minimal disruption. Operate as the primary contact for all hospitality services in the office including food and beverage procurement, and meeting support for staff and clients. Support and help coordinate client events with employees and the wider events team. Implement and monitor office-specific WREM procedures related to hospitality and assist other team members with office-wide facilities tasks.

Requirements

Willingness to adapt to change

Skills

Proven problem solving and critical thinking skills

Contact Us

Note to External Recruiters / Search Firms: William Blair has clear processes and guidelines with regards to recruiting. We do not request personal financial information in connection with an employment application nor does William Blair extend any employment offers without first conducting an interview through one of its registered offices. William Blair does not use instant messaging services such as WhatsApp, Telegram, or iMessage as part of the recruiting or interviewing process.