Guest Services Coordinator

Cooley LLP•San Diego, CA

1d•$60,840 - $74,360•Onsite

About The Position

Cooley is seeking a Guest Services Coordinator to join the Facilities Team. 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.

Requirements

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
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

Nice To Haves

Prior law firm experience

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