Guest Experience & Hospitality Coordinator

McDermott Will & Schulte; Chicago (IL); On-site; USD 62,000 - 78,000; Full time

Job summary

McDermott Will & Schulte in Chicago is seeking a Guest Experience & Hospitality Coordinator to oversee the Conference Center operations, ensuring impeccable client service for external and internal clients. This role manages conference rooms and guest office assignments with other team members to ensure requested services are provided seamlessly.

You will greet visitors, schedule rooms, handle catering and AV, manage front desk activities, and coordinate with travel and security.

Qualifications

• High school diploma or equivalent required.
• At least 3 years of related work experience.
• Knowledge of Microsoft Office Suite (Excel, Outlook, PowerPoint, and Word).
• Experience with switchboard operations for calls.
• Excellent written and verbal communication.
• Strong client service skills both in person and over the phone.
• Flexible with overtime hours and weekends as needed.

Responsibilities

• Operate a multi-line telephone console to relay calls.
• Greet visitors and route them per firm policies.
• Maintain visitor list and security database entries.
• Answer visitors' questions per policies; notify security if needed.
• Schedule conference rooms and catering, AV, or security services.
• Place catering orders and manage timely delivery.
• Prepare and maintain conference rooms and equipment.
• Process catering invoices daily in Chrome River.
• Assist HR & Facilities Manager with space management.
• Prepare weekly inventory and order supplies.
• Assist guests with travel arrangements and car service.

Skills

Strong written and verbalcommunication

Strong client service

Fast-paced environment

Learn new concepts quickly

Overtime/weekend flexibility

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Build your big career with the firm that does Big Law, Better. McDermott Will & Schulte is a leading global law firm that brings together more than 1,700+ lawyers and 1,400 business professionals. We celebrate excellence, collaboration, and community and have been recognized as a top workplace by USA Today, Fortune, The American Lawyer, Vault and others. We are also certified by Great Place to Work.

At McDermott, we don’t just invest in your future, we accelerate your career – wherever it may lead. That includes supporting you both in and outside of the office.

With Us, You’ll Find

• A firm where everyone belongs: Our award-winning culture prioritizes warmth and authenticity — we encourage you to be yourself!
• Enthusiasm for all perspectives: We’re smarter and stronger when everyone has a voice and a seat at the table. We welcome unique viewpoints and ideas, and we make opportunities for you and your career to thrive.
• Support to feel your best and do your best: Wellness is integral to building a successful career and a rich life. That’s why our benefits program supports your physical, emotional, mental, and financial health, with an emphasis on work-life balance.
• Real rewards for real work: We offer generous compensation packages that recognize hard work and excellence.

Job Description

The Guest Experience & Hospitality Coordinator oversees the professional and efficient operations of the Conference Center, ensuring impeccable client service for both external and internal clients. This position manages conference rooms and guest office assignments in conjunction with other team members to ensure requested services are provided seamlessly. This position will also ensure that the front office lobby, conference areas, catering kitchens and reception areas are clean and convey a professional appearance. The Guest Experience & Hospitality Coordinator works under general supervision and relies on instructions and pre-existing guidelines to perform the essential functions of the role.

Essential Functions And Responsibilities

• Operate a multi-line telephone console in order to relay incoming, outgoing and intra system calls
• Greet all visitors, including clients, attorneys, applicants, vendors and maintenance/repair persons; ensure that all visitors and deliveries receive proper clearance and are routed in accordance with Firm policies
• Maintain an accurate list of all visitors, ensure their names are entered in the building security database, assign visiting guest offices and send out daily visitor announcements
• Answer visitor’s questions based on knowledge of the Firm and department policies; notify security team and/or supervisor if difficult situations arise
• Schedule conference rooms and all additional arrangements for meetings such as catering, audio visual, or security services through the Meeting Center application
• Place catering orders and manage the delivery by ensuring items are accurate and received in a timely manner
• Prepare and maintain conference rooms; this includes managing food deliveries, setting up conference equipment and supplies, and making sure rooms are cleaned in a timely manner following meetings
• Process catering invoices in Chrome River with appropriate attorney and client numbers for all food and beverage requests on a daily basis
• Assist the HR & Facilities Manager with maintaining offices space and preparing for new arrivals or departures
• Prepare weekly inventory of hospitality supplies for manager and order new supplies in their absence
• Assist guests that travel to the local office by interfacing with McDermott’s travel provider as needed, arrange for car service, etc.

Job Specifications

• High school diploma or equivalent
• At least three (3) years of related work experienceKnowledge of Microsoft Office Suite (Excel, Outlook, PowerPoint, and Word)
• Knowledge of switchboard operations for handling conference calls and long distance or international calls
• Strong written and verbal communication skills
• Strong client service skills both in person and over the phone
• Ability to work effectively in a fast-paced environment
• Ability to learn new concepts and skills quickly
• Ability to work flexible and/or additional overtime hours and weekends as needed

Successful candidates will be provided with outstanding career opportunities and will receive a competitive total rewards package with the opportunity to earn performance-based bonuses.

Target Hiring Range $62,000 - $78,000

Please note that quoted salary ranges are not guarantees of what final salary offers may be. Base pay is based on market location and may vary depending on job-related knowledge, skills, experience, and geographic location. Base pay is only one part of the Total Rewards that MWS provides to compensate and recognize our staff professionals for their work. Full time positions are eligible for a discretionary bonus and a comprehensive benefits package.

Physical Demands And Work Environment

Physical Demands

• While performing the duties of this job, the employee is required to sit, use hands, reach with hands and arms, stoop, talk and hear
• Employee must occasionally lift up to twenty (20) pounds

Work Environment

Typical indoor office environment

Disclaimer

The above statements are intended to describe the general nature and level of the work being performed by people within this classification. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of employees assigned to this job.