Guest Services Coordinator

4 weeks ago

Philadelphia, United States Canon Business Process Services, Inc. Full time

While this is a first shift, 40 hour per week position, Monday-Friday, some flexibility will be required for overtime due to short notice request/changes.

**Qualifications**:

- Prior event planning experience
- CMP (Certified Meeting Planner) certification preferred
- Legal experience and EMS (meeting software) is a plus
- Experience working in a white glove/client facing role
- Prior law firm experience preferred

**Job Details**:

- The Guest Services Coordinator (GSC) is an essential staff member primarily responsible for the seamless planning and execution of essential trial support logistics onsite for the Philadelphia Office.
- With guidance from the Office Administrator, the GSC oversees all trial and other meeting execution needs, including catering, and prioritizing support requests and related resources, for the Philadelphia office.
- The GSC will coordinate with the receptionist to provide onsite coverage, including off-hours hosting duties as needed, and will
- work with the Office Administrator and Office Coordinator to ensure current health, safety, and visitor policies are followed by all trial teams and their guests.
- Assisting the Office Administrator and Office Services in the preparation, scheduling and maintenance of all conference rooms, visitor areas, and common spaces, in addition to serving as primarily liaison to Landlord for visitor security access protocols
- When trials arise, will take a lead role in the coordination of trial related logistics. Additionally responsible for collaborating with other firm offices as needed to share best practices regarding trial support
- Serving as primary liaison to firm contacts for the conference room scheduling system, coordinating, and execution of trial team and other meeting needs in the Philadelphia office, by collaborating with service departments, such as Client Technology Services, Multimedia, Office Services, Reception, Firmwide Internal Events Team, Catering, Legal Administrative Assistants, and others, for the onsite execution of trial team and other meeting requirements onsite, including hosting weekly planning meetings with essential team members
- Providing back-up Receptionist duties with occasional overtime needs in the early morning and evening, as needed for trial and Office coverage
- Coordinating the contracting of external service vendors as necessary and reconciling all Office hospitality and trial/meeting support invoices
- Assisting the Office Administrator in responding to urgent requests, crises, or underserved areas, related to trial team logistics or other PH Office operational needs onsite
- Special projects and other duties as assigned, including the possibility of weekend coverage during trials

**Physical Demands**:

- Intermittent physical activity including reaching prolonged periods of sitting, bending, or lifting (up to 20lbs)
- Extensive use of computer must look at CPU monitor for prolonged periods of time. No travel.
- Mental qualifications include ability to analyzes and share data

Pay: $29.00 per hour

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible schedule
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Referral program
- Retirement plan
- Vision insurance

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday
- No weekends

Work setting:

- In-person

**Experience**:

- guest service: 1 year (preferred)
- internal meeting coordination: 1 year (preferred)
- law firm: 1 year (preferred)

Work Location: In person

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