Hospitality and Event Coordinator

Polsinelli•Chicago, IL

2d•Onsite

About The Position

Polsinelli is seeking an engaging professional to fill a full-time position as a Hospitality Coordinator in the Firm’s Chicago office. This role is for a people person with a keen eye for detail who thrives in a professional environment and wants to be part of a dynamic team. The firm strives to create an environment where team members are encouraged to bring their creativity and professional passions into the workplace so that they can thrive.

Requirements

2 years of experience working in hospitality services.
Candidate must be outgoing, courteous, professional, and dependable.
Must also have excellent people and communication skills.
The ability to change directions quickly as workflow needs change.
Experience using Outlook and Word.

Nice To Haves

Bachelor’s degree
Law firm experience

Responsibilities

Coordinate, schedule, and plan usage of multi-purpose room/meeting rooms for internal and external clients.
Collaborate and partner with the Regional Hospitality Manager and Office Administrator on the planning, set up, and execution of office events, including vendor and catering communication, AV set-up, and all other tasks required of the event.
Coordinate logistics for internal/external meetings and events including food/beverage orders, set up, A/V etc., including department/practice group meetings.
Consult with meeting contacts (internal and external) to clarify event requests.
Provide advice regarding catering, room set-up options, and logistics.
Prepare facilities to best meet the particular needs of each client including any special or creative needs for the event.
Handle beverage service for clients, guests, and department meetings, including set-up, regular refreshing of hospitality items, and clean-up.
Provide support for firm/marketing sponsored functions, including special after-hours events (i.e. set up, clean up, caterer coordination/access, etc.).
Maintain professional demeanor and exhibit a friendly and helpful attitude with an emphasis on customer service to the clients, attorneys, and staff of the office.
Develop ongoing relationships with caterers, event and meeting planners, and other relevant vendors to ensure cost-effective delivery of high-level catering and meeting services.
Coordinate and process all invoices with respect to food and beverages for catering orders.
Ensure all conference rooms, reception areas, kitchens, restrooms, and other common areas are consistently clean and organized.
Maintain proper supplies in kitchens, galleys, coffee areas, conference rooms, and lobbies where appropriate.
Assist in coverage for backup receptionist duties.
Adhere to Firm processes and policies as directed by the Office Administrator, supervisors, managers, and documented Standard Operating Procedures.
All other duties, as assigned.