Events & Guest Services Coordinator

Cooley LLP; Los Angeles (CA); On-site; USD 62,000 - 76,000; Full time

Benefits offered by this job

Medical

HSA

Dental

Vision

FSAs

Pre-tax commuter benefits

Life insurance

AD&D

Long-term care

Backup care for children and/or adults

Parental support benefits

Firm-paid life insurance

LTD

Short term medical benefits

PTO 20 days

Paid holidays

Parental leave benefits

Benefits orientation for new employees

Job summary

Cooley LLP in Los Angeles is seeking a Guest Services Coordinator to join the Office Services/Facilities team. You will manage the conference center, food service operations, and satellite kitchens, while coordinating schedules for internal meetings and events.

Responsibilities include coordinating events with departments, arranging catering, setting up rooms, reviewing invoices, and serving as backup receptionist. The role requires hospitality experience and teamwork in a law firm environment.

Qualifications

• After orientation at Cooley LLP, proficiency in 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 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

MS Office

iManage

Overtime

Event coordination

Job description

Cooley LLP in Los Angeles is seeking a Guest Services Coordinator to join the Office Services/Facilities team. You will manage the conference center, food service operations, and satellite kitchens, while coordinating schedules for internal meetings and events.

Responsibilities include coordinating events with departments, arranging catering, setting up rooms, reviewing invoices, and serving as backup receptionist. The role requires hospitality experience and teamwork in a law firm environment.