Hospitality Coordinator (Seattle)

Fenwick & West LLP; Seattle (WA); On-site; USD 54,000 - 77,000; Full time

Job summary

Fenwick & West LLP seeks a Hospitality Coordinator for our Seattle office to serve as the brand ambassador, delivering exceptional customer service to clients, guests, and employees. This full-time, on-site role operates Monday–Friday 8:00am–5:00pm PT with possible overtime, reporting to the Office Services Supervisor.

The position requires coordinating reception, conference rooms, catering, AV setup, and guest management, ensuring a seamless, welcoming environment for all visitors.

Qualifications

• 2+ years front desk/concierge experience in a law firm or professional services setting.

Responsibilities

• Answer and screen all incoming calls professionally and direct to appropriate party.
• Welcome and greet guests/clients and notify staff of arrival.
• Schedule conference rooms and arrange catering for meetings and events.
• Coordinate with IT/Facilities for conference room AV and setup.
• Assist with visiting offices scheduling and visitor management.
• Perform other related tasks as assigned.

Skills

Customer service

Communication

Multi-tasking

Attention to detail

Face-to-face hospitality

Team collaboration

Flexibility in schedule

Education

Bachelor's degree preferred

Tools

EMS scheduling software

Maptician seating software

Seamless Web/Grub Hub

MS Office Suite

Job description

Job Description Summary

Fenwick is seeking a Hospitality Coordinator to join our Seattle office. This role plays an integral role to our office and will serve as Fenwick Seattle’s “brand ambassador” by creating and delivering exceptional customer service and a memorable/lasting experience to the firm’s internal and external clients. This highly visible role will be the “face of the office”. This position will play an important strategic role in enhancing the firm’s relationship with our clients, guests, and employees. The individual must thrive and take pride in a front-facing service role. This position will be responsible for working with the main reception desk and conference center floor and will require resourcefulness and working knowledge of the conference center protocols, as well as the workings of the other office floors. This is a full-time non-exempt position and requires 100% onsite presence in our Seattle office. The schedule for this position is Monday – Friday, 8:00am – 5:00pm PT and may require occasional overtime.

Job Description

• Answer and screen all incoming internal and external phone calls in a professional and welcoming manner and direct calls to appropriate party
• Assist all guests and facilitate their arrival and departure by using appropriate technology and other means to provide accurate information
• Notify the building security ahead of time with guest list or vendor information and provide accurate information of where they should direct our visitors
• Welcome and greet guests/clients and notify attorney/staff of their arrival immediately
• Make sure the guest feels comfortable in our reception area or escort them to a conference room if directed to do so
• Schedule conference rooms for client/internal meetings, as well as special events, including specifying catering orders for beverages and food
• Communicate with caters and place food orders for meetings and events as necessary
• Communicate any conference room changes in a timely manner with the appropriate party as well as IT, Facilities etc.
• Coordinate and communicate with our IT Department to ensure that that Audio/Visual and other technology requirements for meetings are met and set up appropriately
• Accept food deliveries and ensure they are set up in the correct conference rooms or route to appropriate personnel
• Assist with scheduling visiting offices for attorneys and staff from other Fenwick locations
• Distribute and collect new and loaner keycards
• Actively participate in the firm’s emergency response plan and act as a first responder for onsite emergencies, as needed
• Provide back-up support for other team members
• Perform other related tasks as assigned

Desired Skills and Qualifications

• Experience with MS Office Suite
• Experience using EMS or comparable conference room scheduling software
• Experience using Maptician or comparable office seating reservation software
• Experience working with catering vendors directly to place food orders as appropriate for various meetings/events
• Experience using Seamless Web/Grub Hub for last-minute orders
• Understanding and applying appropriate billing codes for each food order
• High level of attention to detail and organizational skills
• The ability to thrive in a fast-paced, deadline-driven environment
• The ability to multi-task in a calm and professional demeanor while under pressure
• Exceptional customer service skills to internal and external clients
• The ability to communicate effectively and tactfully
• Comfortable following instructions and procedures from a diverse group of clients, attorneys, professional staff, and vendors
• Demonstrated professionalism, courtesy, and diplomacy
• The ability to work a flexible schedule, including overtime, early mornings, evenings, or weekends, as needed to accommodate the business needs
• Ability to collaborate with colleagues and promote a positive, team-oriented environment
• Reporting to the Office Services Supervisor, the ideal candidate will have 2+ years of experience providing front desk, concierge support to internal and external clients in a law firm or professional services firm setting. Experience providing hospitality support is a plus
• Catering experience in a law firm, professional service firm or restaurant environment a plus
• Bachelor's degree preferred

Benefits and Compensation Details

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program.

We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing.

Except as otherwise required by law, temporary employees are generally not entitled to these benefits.

The anticipated range for this position is: $54,000 - $77,250

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

A discretionary bonus for eligible employees may also be available based on performance.

Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.

Our Story

For more than five decades, Fenwick & West has helped some of the world’s most recognized companies become, and remain, market leaders. From emerging enterprises to large public corporations, our clients are leaders in the technology, life sciences and cleantech sectors and are fundamentally changing the world through rapid innovation.

Having worked alongside such progressive and cutting edge companies for so long, our culture has come to reflect the entrepreneurial spirit of our client base. Unlike traditional law firms, we move at our clients’ speed and have earned the reputation as a go-to law firm for growing companies that need insightful, strategic counsel to help tackle the challenging issues that arise when the law cannot keep up with their pace of innovation.

With the same passion for excellence and innovation reflected in our client base, our firm is making revolutionary changes to the practice of law through substantial investments in proprietary technology tools and processes.

Our clients demand—and deserve—new ways to receive best-in-class legal services more effectively. At Fenwick, we are proud to be shaping our legal services to do just that.

We are proud to have been named one of the Best Places to Work in the Bay Area for the twelfth year.

Equal Opportunity Employer

Fenwick & West LLP is an Equal Opportunity Employer, and, as such, conducts all employment-related activities without regard to unlawful consideration of race, religion, color, marital status, national origin, age, sex, disability, sexual orientation or gender identity, gender, genetic characteristics or any other classification protected by applicable local, state or federal employment discrimination laws.

We are committed to providing equal employment opportunities for all.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.