Guest Services Coordinator

cooley; San Diego (CA); On-site; USD 40,000 - 49,000; Full time

Benefits offered by this job

Medical, dental, vision

Paid PTO and holidays

Parental leave

Fertility benefits

Job summary

Cooley LLP seeks a Guest Services Coordinator to join the Facilities Team in San Diego, CA. You will manage conference rooms, catering, and event logistics, coordinating with multiple departments for internal meetings and client events.

Responsibilities include kitchen upkeep, invoicing review, and providing backup receptionist coverage as needed. Strong organizational skills and prior hospitality experience are essential.

Qualifications

• Minimum 2+ years of hospitality/event coordination experience.
• Proficiency in Microsoft Office and iManage.
• Excellent written and spoken English; professional demeanor.

Responsibilities

• Coordinate office events from planning to execution.
• Schedule and manage conference rooms for events.
• Coordinate catering and budgets for meetings and functions.
• Back up receptionist during breaks and lunch.
• Maintain satellite kitchens and food supplies.

Skills

Customer service

Communication

Overtime availability

Team player

Tools

Microsoft Office

iManage

Job description

Guest Services Coordinator Cooley is seeking a Guest Services Coordinator to join the 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:

• 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

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 $29.25 - $35.75 ($60,840.00 - $74,360.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.

• We offer a full range of elective benefits including 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 and other parental support benefits.


• In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off (\"PTO\") and 10 paid holidays each year.


• We provide generous parental leave and fertility benefits.


• New employees will attend a detaile