Guest Services Coordinator

3 weeks ago

Boston, Massachusetts, United States Cooley Full time

Guest Services Coordinator

Cooley is seeking a Guest Services Coordinator to join the Facilities team.

Position Summary: The Guest Services Coordinator provides hospitality support to the Boston office. Responsible for coordination of meetings in the conference center, food service function and satellite kitchen maintenance. Coordinates schedules for internal meetings and functions with the Receptionist. Works with Marketing and Human Resources event planners to coordinate special events inside and outside the office.

Position Responsibilities:

  • Work closely with Receptionist to manage all aspects of refreshment and catering needs for onsite meetings.
  • Schedule conference rooms, catering, and equipment. Work closely with facilities, guest services staff and local Information Services (IS) to ensure meetings are set up as planned. Respond promptly to resolve issues with excellent customer service.
  • Coordinate with departments on catering selection and menu options and place food orders for meetings and special events. Monitor food services to ensure on time delivery and setups.
  • Maintain general order in conference rooms: break down and clean up food service setups immediately following meetings; push in chairs; maintain supplies and monitor condition of furniture and plants.
  • Coordinate and set up registration and food tables for client meetings and special events.
  • Coordinate with Receptionist to prepare conference rooms the evening before for meetings that will begin prior to 8:00 a.m. the following day.
  • Maintain coffee bars and satellite kitchen areas: stock and replenish all pantry and coffee supplies, clean coffee pots and make fresh coffee as needed, empty and load dishwashers each morning and at the end of the day and clean out refrigerators and ice makers on a weekly basis.
  • In conjunction with office administration and/or marketing department, where appropriate, coordinate special office events. This may include scheduling, catering, decor, staffing, entertainment, operations, and materials.
  • Establish relationships and coordinate with caterers, obtaining competitive bids and best pricing, meeting budget requirements for both in-house and outside meetings.
  • Review, process, and ensure accuracy of catering and kitchen supply invoices prior to Senior Operations Manager's approval. Maintain spreadsheets for tracking and budget purposes and explain variances.
  • Reconcile catering charges that are purchased using the Boston office WellsFargo credit card account, promptly providing associated receipts, billing info and meeting descriptions for each charge.
  • Ensure that client contact information and invitee/visitor lists for events are entered in EMS and the building security clearance system.
  • Act as liaison between the firm and outside vendors.
  • Coordinate and schedule repairs and preventative maintenance of kitchen equipment with Senior Operations Manager.
  • Act as relief receptionist on designated schedule to cover for Receptionist time off, breaks and meal period (answering phones, greeting visitors, ensuring all visitors are logged in, coordinating/announcing visitor arrival and other duties assigned at the receptionist desk).
  • Oversee the process for scheduling office space for visiting attorneys/staff and updating the visitor page on CooleyNet. Responsible for sending the daily visitor email, organizing visitor office reservations, and preparing offices for visitor arrivals.
  • All other duties as assigned or required.

Skills and experience:

Required:

  • After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
  • Available to work overtime, as required
  • 3 + years' relevant experience with emphasis in Guest Services, concierge, hospitality and/or event coordination
  • Strong knowledge working with EMS and online catering request tools

Preferred:

  • Previous computer/typing experience
  • Prior guest services/receptionist/concierge desk experience
  • Prior law firm experience

Competencies:

  • Proven record of accomplishment with organizing successful events (both small and large-scale)
  • Pleasant and professional demeanor with clear speaking voice
  • Excellent telephone skills
  • Possesses a reliable and cooperative manner, a "can do" attitude and demonstrates resourcefulness
  • Ability to work well with clients, support staff and attorneys without supervision
  • Excellent organizational skills, competent in vendor management and problem-solving abilities
  • Ability to work well under pressure and perform repetitive tasks
  • Excellent follow-up skills and attention to detail
  • Ability to handle customer complaints in an effective and tactful manner
  • Punctual

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.

EOE.

The expected hourly pay range for this position with a work schedule of 40 hours per week is $28.50 - $35.00 ($59,280.00 - $72,800.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience, and skillset of the candidate.

We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off ("PTO") and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.

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