Guest Services Coordinator

Cooley LLP; Santa Monica; On-site; PHP 3,902,000 - 4,748,000; Full time

Benefits offered by this job

Medical

Dental

Vision

PTO 20 days

Paid holidays

Parental leave

HSA

Life insurance

Job summary

Cooley LLP is seeking a Guest Services Coordinator to join the Office Services/Facilities team. The role oversees the conference center, food service functions and satellite kitchens, coordinating internal meetings and events with the Facilities Department.

Responsibilities include event planning, venue scheduling, catering, decor, staffing, and vendor coordination. Candidates should have 2+ years in hospitality or event coordination and proficiency with Microsoft Office and iManage; prior law

Qualifications

• After orientation at Cooley LLP, proficiency in the Microsoft Office suite, iManage and other firm applications.
• Available to work overtime, as required.
• 2+ years of related experience, with emphasis in hospitality and/or event coordination.
• Preferred: Prior law firm experience.

Responsibilities

• Coordinate special office events with various department team members, including venue scheduling, catering, décor, staffing, entertainment, facilities and materials.
• Schedule conference rooms for events and maintain a complete record of same.
• Coordinate with caterers, obtain bids and best pricing, meeting budget requirements for in-house and outside meetings.
• Set up registration and food tables for client meetings and events.
• Review catering invoices for accuracy before approval.
• Back-up receptionist coverage during breaks/lunch as needed.
• Maintain satellite kitchens and stock all food and supplies.
• Coordinate repairs of kitchen equipment with responsible directors/managers.
• Place food orders for meetings via conference room scheduler.
• Set up conference rooms with food/beverage and train staff accordingly.
• Maintain inventory of kitchen supplies and beverages.
• Manage conference rooms supplies and notify facilities of needs.
• Coordinate deliveries of standard food items and supplies.
• Break down and clean up food service setups after meetings.
• Assist with visitor office reservations and preparations.
• Coordinate events with Marketing/BD team for venue, catering, décor, staffing, entertainment, materials.
• All other duties as assigned.

Skills

MS Office suite

iManage

Event coordination

Hospitality experience

Job description

Guest Services Coordinator Cooley is seeking a Guest Services Coordinator to join the Office Services/Facilities team. Position summary: The Guest Services Coordinator is responsible for the conference center, food service functions and satellite kitchens. Coordinate schedules for internal meetings and functions with the Facilities Department. Work with various departments to coordinate special events inside and outside the office. Specific duties and responsibilities include, but are not limited to, the following:

Position responsibilities

• Coordinate special office events with various department team members to include all aspects of event planning: venue scheduling; catering; décor; staffing; entertainment; facilities and materials
• Schedule conference rooms for events and maintain a complete record of same
• Establish relationships and coordinate with caterers, obtaining competitive bids and best pricing, meeting budget requirements, for both in house and outside meetings
• Set up registration tables and food tables for client meetings and events
• Review catering invoices for accuracy before forwarding to appropriate managers for approval
• Other event planning logistics, as needed
• Serve as backup receptionist, covering the front desk during breaks and lunch, as schedule permits
• Responsible for maintaining the appearance of all satellite kitchens, including stocking all food and supplies
• Coordinate the repairs of kitchen equipment with Director of Administration, Facilities, Guest Services, Operations Manager (respectively)
• Using the conference room scheduler, place appropriate food orders for all meetings. When ordering food, use an established list of caterers and/or an online food ordering service
• Set up conference rooms for all meetings with food and beverage requirements and train other facilities members regarding the same
• Maintain inventory of kitchen supplies and coordinate Director of Administration, Facilities, Guest Services, Operations Manager (respectively) on the same
• Maintain inventory of all beverages and keep Director of Administration, Facilities, Guest Services, Operations Manager (respectively) abreast of current levels
• Take charge of all conference rooms to ensure that they are well supplied and maintained
• Inform Facilities team of any supplies which are required
• Coordinate the delivery of all standard food items and supplies, i.e. tea, coffee supplies, paper plates, napkins, paper towels, dish detergent, utensils, etc.
• Break down and clean up food service set ups in conference rooms immediately following meetings
• When necessary, make nearby food/beverage runs outside of the office
• Clean out all refrigerators on a weekly basis and thoroughly clean same quarterly
• Assist with organization of visitor office reservations and preparing offices for visitor arrivals
• Coordinate special office events with Marketing/Business Development team members to include all aspects of event planning: venue scheduling; catering; décor; staffing; entertainment; facilities and materials
• 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
• 2+ years of related experience, with emphasis in hospitality and/or event coordination
• Preferred: Prior law firm experience

Competencies

• Pleasant and professional demeanor with clear speaking voice and excellent spoken and written command of English
• Ability to prioritize and handle multiple tasks simultaneously with keen attention to detail
• Ability to move up and down stairs carrying food
• Team player and possess a reliable and cooperative manner
• Ability to work well with clients, support staff and attorneys without supervision
• Ability to work well under pressure and perform repetitive tasks; flexibility with regard to schedule
• Excellent follow-up skills
• 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 $30.00 - $36.50 ($62,400.00 - $75,920.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.

Benefits

• 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
• other parental support benefits
• firm-paid life insurance
• AD&D
• LTD
• short term medical benefits
• 20 days of Paid Time Off (“PTO”)
• 10 paid holidays each year
• generous parental leave and fertility benefits
• New employees will attend a detailed benefit orientation to learn more about our many benefits and resources