Guest Services Specialist

Cooley•Santa Monica, CA

8d•Onsite

About The Position

Cooley is seeking a Guest Services Specialist to join the Office Services/Facilities team. Under the direction of the Operations Manager and/or Director of Administration, the Guest Services Specialist is responsible for overseeing the day-to-day hospitality service operations and directing large multifaceted service offerings. This role involves managing various aspects of hospitality, event coordination, vendor management, and financial oversight within the department.

Requirements

After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications.
Ability to work extended and/or weekend hours, as required.
Ability to travel, as required.
3+ years of hospitality and event planning experience.

Nice To Haves

Bachelor's Degree
Previous law firm or other professional services experience
Experience with electronic scheduling platforms

Responsibilities

Liaise with various service vendors, caterers, and third-party contracted vendors to provide high-quality food services and offerings.
Research options associated with all internal and external events and help coordinate with Operations Manager and other departments on large-scale event projects.
Work with the Activities Committee and other local and firmwide managers to help coordinate events for the local office.
Locate and contract with service providers related to events, as needed.
Assist Administration, Marketing, Legal Talent, Professional Development, and other departments with coordination of events.
Oversee conference room bookings through an online software tool (EMS) and analyze conference room usage reports.
Provide best-in-class service to clients by paying significant attention to details, from food service to welcome protocols.
Oversee all internal hospitality areas and coordinate all hospitality communications.
Liaise with outside vendors and internal departments for meeting events and catering setup on premises to ensure the best first impression for clients, employees, and visitors.
Manage updates to the local office’s CooleyNet page, assist with weekly office updates and quarterly newsletters.
Assist Operations Manager and/or Director of Administration with the management of the Café Manager and onsite café vendor team, implement cost-saving measures, and suggest ways to generate increased revenue through café sales.
Ensure the café vendor provides efficient and cost-effective food services, conducts research and RFPs regularly to ensure the café is competitive and resourceful.
Assist Director of Administration with negotiating contracts and renewals, as needed.
Review weekly café sales and operating expense reports and participate in monthly business review meetings with the café manager and with the Operations Manager and/or Director of Administration.
Ensure the café vendor maintains the café area, kitchens, and lunchrooms, as well as related supplies and equipment, including vending machines, water coolers, and appliances.
Under the direction of the Operations Manager and/or Director of Administration, monitor and report out in-house food and beverage expenses, including catered meals, coffee room supplies, and equipment.
Prepare and reconcile budgets for in-house food and beverage meetings, including all practice group and departmental meetings.
Oversee day-to-day operations and departmental workflow, promote workflow expectations and priorities, and inspire the team to go above and beyond.
Working closely with the Manager of Operations and/or Director of Administration, ensure all Guest Services staff receive on-going training in safe food handling and storage protocols as well as other relevant hospitality skills.
Assist with the development of routine operational and/or administrative procedures for the most effective and efficient utilization of the conference center facility.
Assist Operations Manager and/or Director of Administration in coordinating and monitoring daily attendance within the department and propose coverage recommendations.
Assist Operations Manager and/or Director of Administration to arrange evening and weekend overtime coverage, including staffing for events (coordinate coverage from other departments with Office Technology Manager and Office Services Manager).
Collaborating with the Operations Manager and/or Director of Administration, prepare draft annual expense budgets and monitor monthly expenditures for hospitality.
Prepare monthly variances and submit to the Operations Manager and/or Director of Administration.
Review and code all Guest Services invoices prior to sending to accounting and finance for payment.
Responsible for reviewing chargeback reports, client supply charges, copy center billing books, and café (where applicable) sales reports and report results of same to Director of Administration.
Maintain inventory control system.
Perform all other duties as assigned or required.