Guest Services Coordinator

2 weeks ago

Chicago, Illinois, United States Kirkland & Ellis Full time
About Kirkland & Ellis

We are a leading law firm that values collaboration, talent empowerment, service, inclusion, respect, and gratitude. Our people are our greatest asset, and we invest in the brightest talent to create dynamic teams that operate at the pinnacle of their field. We engage in meaningful work, continuous learning, and professional development.

Our firm serves a broad range of clients with market-leading practices in private equity, M&A, and other complex corporate transactions; investment fund formation and alternative asset management; restructurings; high-stakes commercial and intellectual property litigation; and government, regulatory, and internal investigations. We handle the most complicated and sophisticated legal matters because we don't just meet industry standards, we create them. We bring innovation and entrepreneurialism to every engagement and have long-standing client relationships with leading global corporations and financial sponsors.

We operate from 20 offices across the United States, Europe, the Middle East, and Asia, with 6,500 employees (including 3,500 lawyers). We are one of the largest law firms in the world and a top financial performer.

Job Summary

The Guest Services Coordinator will provide support to the Associate Director, Guest Services & Hospitality. The primary responsibilities include overseeing all meetings and events held in the Conference Center and entertaining spaces to ensure accurate and efficient planning and execution. The coordinator will ensure quality customer service and coordinate with all Firm departments, attorneys, staff, and outside clients to proactively plan all internal and external meetings, trainings, trial teams, and events in all meeting and event spaces within the office.

Key Responsibilities

The Guest Services Coordinator will be responsible for the following:

• Ensuring accurate and efficient planning and execution of all meetings and events held in the Conference Center and entertaining spaces

• Providing quality customer service and coordinating with all Firm departments, attorneys, staff, and outside clients to proactively plan all internal and external meetings, trainings, trial teams, and events in all meeting and event spaces within the office

• Interfacing with catering, conference technology, general services, secretarial services, and other service departments to guarantee preparedness of the Conference Center for all event and meeting needs

• Overseeing the scheduled daily meetings to ensure that all information is accurate and communicated properly to all participating departments

• Arranging for all catering needs by acting as a liaison between foodservice staff and the client, making reservations to ensure proper meals have been arranged at the correct delivery times and charges are allocated properly

• Educating requesters on catering menu options/pricing and any requests for rented linen, floral, decor, furniture, and entertainment

• Adding guest names to building security websites and/or coordinating expedited security to allow a smooth arrival to the building for outside guests

• Providing guidance and support to Guest Services Representatives. Assisting with answering phones, responding to email requests, and greeting guests at the reception desk as needed

• Performing any other tasks that are needed by anyone who inquires, whether in a conference room, workroom, or visiting attorney office

• Addressing and troubleshooting any problems that may arise

• Overseeing physical inspections of the Conference rooms daily for appearance and preparedness

• Maintaining profiles and lessons learned on all meetings and events

• Meeting with attorneys and clients to plan their meetings and events; working with the Guest Services & Hospitality Management team and any additional team members as necessary

• Following up prior to the meeting to ensure all details have been properly communicated and executed

• Managing special events reports, along with the Guest Services and Hospitality Management team, effectively managing all meeting and event details and providing clear direction to all additional departments involved in the event

• Providing accurate pricing and billing codes for the user groups and ensuring meetings and events are billed properly

• Processing invoices with preferred vendors, including food service providers, vending service providers, outside catering companies/restaurants, florists, and linen companies

• Assisting with preparing the catering chargebacks and uploading catering charges to the appropriate GL Code/Department Budget or Client Matter

• Assisting with special projects and requests as needed, directed by the Associate Director, Guest Services & Hospitality

• Presenting a professional appearance and attitude through appropriate dress, written product, voice messages, and demeanor

Qualifications and Requirements

The Guest Services Coordinator will be responsible for the overall guest experience for each meeting and event from arrival to departure. The hours will generally be Monday through Friday from 8am to 5pm; however, this person will be expected to be available for special events as needed. The ideal candidate will have a minimum of 3-4 years Conference Center experience, preferably in a law firm or other fast-paced professional services environment. The candidate will demonstrate the ability to work in a fast-paced atmosphere to juggle multiple competing tasks and demands, a high level of interpersonal skills to handle sensitive and confidential situations, the ability to interact and communicate with individuals at all levels of the organization, superior organizational skills, a customer service orientation, a proactive work ethic, attention to detail, and flexibility for overtime. The candidate will be proficient in MS Word and type a minimum of 40+ wpm. Excel experience is also strongly preferred.

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