Hospitality Specialist

William Blair

New York (NY)

On-site

USD 80,000 - 95,000

Full time

8 days ago

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Benefits offered by this job

Medical Insurance

Dental and Vision

Disability Insurance

Life Insurance

401(k) with Profit Sharing

Paid Time Off

Maven Family & Fertility Benefit

Parental Leave

Job summary

William Blair seeks a Workplace and Real Estate Management (WREM) Hospitality Specialist in the New York office. The role centralizes hospitality services, food and beverage procurement, and meeting support for staff and clients.

You will coordinate client events with the events team, ensure adherence to WREM procedures, and assist with facilities tasks across the office. Strong communication and multitasking are essential in a fast-paced environment.

Qualifications

Bachelor's degree and/or 5+ years hospitality experience required.
Commit to satisfying internal and external customers.
Good organizational, communication, and daily prioritization skills.
Strong time management and project management skills.
Excellent verbal and written communication skills.
Proven problem solving and critical thinking skills.
Willingness to adapt to change.
Ability to work in a fast-paced environment.
Team player.

Responsibilities

Act as a resource for internal customers during meeting and event planning process.
Order, set up, and break down catering orders for client meetings; ensure rooms are reset.
Confirm meeting room and hospitality procedures are in place and followed.
Partner with broader teams to provide transparency across groups for meeting and event execution.
Provide support for conference room scheduling tool to manage client meetings.
Allocate invoices for payment; prepare and submit expense reports; ensure expenses are paid.
Execute office administration services including furniture moves and repairs.
Manage inventory of food and beverages in staff kitchens and pantries.
Arrange maintenance/repairs to minimize disruption.
Serve as a contact for office services questions or special requests.
Maintain relationships with management, vendors, and staff to meet needs.
Support corporate standards and plan office-wide events with teams.

Skills

Hospitality experience

Customer service

Organizational skills

Communication skills

Time management

Project management

Microsoft Office

Verbal and written communication

Problem solving

Adaptability

Team player

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Solutions for Today’s Challenges. Vision for Tomorrow’s Opportunities.

Join William Blair, the Premier Global Partnership.

Serve as the Workplace and Real Estate Management (WREM) Hospitality Specialist ensuring excellent customer service with minimal disruption. Operate as the primary contact for all hospitality services in the office including food and beverage procurement, and meeting support for staff and clients. Support and help coordinate client events with employees and the wider events team. Implement and monitor office-specific WREM procedures related to hospitality and assist other team members with office-wide facilities tasks.

Employee in this role will be required to work in the New York City office five days a week.

Responsibilities Include But May Not Be Limited To

Act as a resource for internal customers during meeting and event planning process
Order, set up, and break down catering orders for client meetings. Ensure rooms are reset for following meetings.
Confirm meeting room and hospitality procedures are in place and followed
Partner with broader strategic resources teams (Meeting Planning, IT Solutions, AV Production, Facilities, Marketing, Finance) to provide transparency across all groups for meeting and event execution
Provide support for internal customers on conference room scheduling tool to effectively manage client meetings
Allocate invoices for payment, prepare and submit expense reports and ensure hospitality expenses are paid in a timely manner
General Office
Execute office administration services to meet the needs of local office staff, including furniture moves (may include lifting/assembling furniture up to 50 lbs.), repairs/maintenance, meetings/conference room services and general office operations
Order, maintain inventory and manage food and beverages products in common staff kitchens and pantries
Arrange for maintenance/repairs when needed, ensuring quick response and minimal disruption
Serve as a contact for office services questions, issues or special requests
Allocate invoices for payment, prepare and submit expense reports and ensure hospitality expenses are paid in a timely manner
Relationship Management:
Ensure outsourced staff meets performance expectations and service commitments and appropriate staffing levels are provided
Maintain relationships with local office management and employees to stay abreast of needs and employee satisfaction
Maintain relationships with external vendors, outsourcing firms and other office administration professionals
Build relationships with corporate WREM staff to stay abreast of corporate standards, trends and changes. Leverage relationships to respond to local office services needs/requests when needed
Partner with the wider meeting planning and hospitality teams and follow best practices and firmwide hospitality standards to plan and coordinate office wide events (examples: holiday party, community engagement, Alliance Groups)
Additional responsibilities as requested.

Qualifications

Bachelor's degree and/or 5+ years hospitality experience required
Commits to satisfying internal and external customers
Good organizational, communication, and daily prioritization skills
Strong time management and project management skills
Basic working knowledge of Microsoft office products
Excellent verbal and written communication skills
Proven problem solving and critical thinking skills
Willingness to adapt to change
Ability to work in a fast-paced environment
Team player

A reasonable estimate of the current base salary range at time of posting is below. Base salary does not include other forms of compensation or benefits. Actual base salary within the specified range is based on several factors, including but not limited to applicant's skills, prior relevant experience, specific degrees and certifications, job responsibilities, market considerations and, if applicable, the location of the position.

This role is eligible for either a discretionary annual bonus (based on company, business unit and individual performance) and/or commission-based incentives.

Our featured benefit offerings include medical, dental and vision coverage, employer paid short & long-term disability and life insurance, 401(k), profit sharing, paid time off, Maven family & fertility benefit, parental leave (including adoption, surrogacy, and foster placement), as well as other voluntary benefits.

Salary Range

$80,000—$95,000 USD

About Our Firm

William Blair strives to attract qualified candidates who specialize in investment banking, investment management, private wealth management, and other strategic resource groups. We are committed to empowering our colleagues to deliver client success and engage in our communities. Our firm has delivered trusted advice for nine decades, continuing to deepen our expertise and relationships across asset classes and markets throughout North America, Europe, and Asia. We provide advisory services, strategies, and solutions to meet clients’ evolving needs amid dynamic market conditions and varying industries. What sets us apart is that we are an independent partnership, with colleagues who have unique experiences, perspectives, and backgrounds. We empower our people to bring their best thinking so we can deliver the tailored, thoughtful work and problem-solving abilities that our clients expect. We invite you to learn more about us by visiting williamblair.com.

William Blair is an equal opportunity employer. It complies with all laws and regulations that prohibit discrimination in employment practice because of race, color, religion, creed, ancestry, marital status, gender, age, national origin, sexual orientation, unfavorable discharge from the military service or on the basis of a physical or mental disability that is unrelated to the employee's ability to perform the duties of the job applied for. EOE m/f/d/v

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