Concierge Assistant

Cooley LLP•Washington, DC

1d•$53,040 - $64,480•Onsite

About The Position

Cooley is seeking a Concierge Assistant to join the Washington, DC office Guest Services team. The Concierge Assistant is responsible for maintaining the Concierge Center and services for guests, visitors and for overseeing the daily activities of the conference rooms throughout the floors. The Concierge Assistant will be resourceful and proactive in providing a positive and exceptional customer service concierge experience to all guests and personnel. This role coordinates with the guest services team, food services vendor, IS, facilities and other departments to ensure a high-level operation of the conference center.

Requirements

After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
Available to work overtime, as required
Flexible to work evenings and weekends, if necessary
1+ years’ applicable experience, with emphasis in hospitality and/or event coordination
Strong telephone/console operator skills; previous experience with office equipment
Familiarity with making international and long-distance calls to enable the Assistant to assist clients, guests or firm employees

Nice To Haves

Prior receptionist/concierge desk and event planning experience
Experience in a law firm or other professional services environment
Bachelor’s degree

Responsibilities

Compile and provide catering options (e.g., menus etc.)
Submit catering and events orders
Monitor food and beverage orders, ensuring each meeting is serviced to the highest standards
Responsible for daily activities in the conference center, including greeting visitors, working with the food services vendor(s), and coordinating as necessary with receptionists, facilities, and the IS team
Coordinate with guest services and/or facilities staff daily on the logistics for scheduled meetings and catering, including room set up
Coordinate check-in and food tables for client events and roundtables
Monitor all conference rooms to ensure that they are well supplied and maintained in a neat and orderly fashion. Stock rooms with any required supplies
Coordinate after hours support with landlord, as needed
Assist with travel, car, and restaurant reservations, as requested (where applicable)
Monitor guest services and/or facilities emails from conference rooms
Back up reception, as needed
Assist with organization of visitor office reservations, including cleaning, supplying and directing visitors to visiting work area space
Complete internal moves as required, including cleaning space prior to new hire arrival and after employee departures
Prepare spot maps for quarterly floor care service, as needed
Clean out all pantry refrigerators on a monthly basis, as needed
Assist users with walk up booking or conference rooms
Work closely with the guest services, facilities staff and local Information Services (IS) to ensure meetings run smoothly and as planned
Respond promptly to resolve issues with excellent customer service
Responsible for working in conference center scheduling system (EMS) along with the team to ensure meeting reservations and entered properly, making adjustments as necessary. Significant knowledge of and comfort with EMS required
Responsible for monitoring accuracy of EMS room panels
Assist IS team with any technology needs
Assist with printing and light edits to documents, as requested
Expected to be familiar with all employees and departments in the office
All other duties as assigned or required.