Guest Services Coordinator

Cooley LLP; San Diego (CA); On-site; USD 61,000 - 74,000; Full time

Benefits offered by this job

Medical benefits

Dental & vision

Health savings account

Paid time off

Paid holidays

Parental leave

Job summary

Cooley LLP seeks a Guest Services Coordinator to join the Facilities Team in San Diego. You will oversee conference center operations, food service, and satellite kitchens, coordinating internal meetings and events with the Facilities Department and Marketing/Business Development, ensuring smooth execution and client satisfaction.

The role requires 2+ years in hospitality or event coordination, proficiency with MS Office and iManage, and flexibility to work overtime as needed.

Qualifications

• Experience in hospitality and/or event coordination.
• Strong organizational skills with attention to detail.
• Ability to manage multiple tasks and meet deadlines.
• Proficient with Microsoft Office and iManage.

Responsibilities

• Coordinate special office events with various department team members, including venue scheduling, catering, decor, staffing, entertainment, facilities, and materials.
• Schedule conference rooms for events and maintain a complete record of bookings.
• Establish relationships with caterers, obtain bids, and ensure budget compliance for in-house and external meetings.
• Set up registration and food tables for client meetings and events; verify catering invoices for accuracy.
• Serve as backup receptionist and maintain satellite kitchens with supplies.
• Coordinate repairs of kitchen equipment with Facilities leadership and management.
• Place food orders using approved caterers and online services; train facilities staff on setup.
• Maintain inventory of beverages and kitchen supplies; monitor stock levels.

Skills

Event coordination

Hospitality

English proficiency

Overtime

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:

Position responsibilities:

• Coordinate special office events with various department team members to include all aspects of event planning: venue scheduling; catering; decor; 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; decor; 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 mannerAbility 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 detailed benefit orientation to learn more about our many benefits and resources.