Hospitality Assistant

Fenwick & West LLP • Santa Monica, CA

7d • $57,000 - $77,250 • Onsite

About The Position

Fenwick is seeking a Hospitality Assistant in our Santa Monica office. Under the supervision of the Office Administrator, and according to established policies and procedures, the Hospitality Assistant will answer phones, respond to requests and act as the initial contact and customer service for attorneys, professional staff, clients and guests. This is a 100% onsite position. The work schedule for this role will be 40 hours per week (non-exempt), Monday - Friday, from 9:00 am - 6:00 pm. Job Description: Assist with scheduling conference rooms, the preparation, clean-up and stocking of kitchens, conference rooms and multi-purpose rooms for meetings and special events, including the setup of refreshments and meals. Confirm EMS reservations and send re-confirmations daily, assist with last minute basic A/V requests, and post visitor names to the firm portal. Accept deliveries and routes to appropriate personnel. Reconcile catering invoices against billing spreadsheet and enter them into Chrome River for approval. Prepare signage for conference room and visiting office assignments. Greet process servers and follows firm’s instructions to determine if subpoenas can be accepted. Actively participate in the firm’s emergency response plan and act as a first responder for onsite emergencies, as needed. Provide back-up support for other Facilities department positions, as needed and other related tasks as assigned.

Requirements

• High level of attention to detail and organizational skills with the ability to multitask in a fast-paced, deadline-driven environment
• Exceptional customer service skills
• Ability to communicate effectively and tactfully and to follow instructions and procedures from a diverse group of clients, attorneys, professional staff and vendors
• Demonstrated professionalism, courtesy and diplomacy under pressure
• The ability to work a flexible schedule, including overtime, early mornings, evenings or weekends, as needed, to ensure adequate reception and catering coverage
• Proficiency in MS Office applications and conference room scheduling software, such as EMS
• Ability to work well with others and promote a positive, team-oriented environment
• The qualified candidate will have experience providing reception or customer service support in a professional service or hospitality environment

Nice To Haves

• Catering experience in a law firm, professional service firm, or restaurant environment a plus
• Bachelor's degree preferred

Responsibilities

• Assist with scheduling conference rooms
• Preparation, clean-up and stocking of kitchens, conference rooms and multi-purpose rooms for meetings and special events, including the setup of refreshments and meals
• Confirm EMS reservations and send re-confirmations daily
• Assist with last minute basic A/V requests
• Post visitor names to the firm portal
• Accept deliveries and routes to appropriate personnel
• Reconcile catering invoices against billing spreadsheet and enter them into Chrome River for approval
• Prepare signage for conference room and visiting office assignments
• Greet process servers and follows firm’s instructions to determine if subpoenas can be accepted
• Actively participate in the firm’s emergency response plan and act as a first responder for onsite emergencies, as needed
• Provide back-up support for other Facilities department positions, as needed and other related tasks as assigned

Benefits

• At Fenwick, we believe that our partners and employees are our most important asset.
• Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program.
• We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing.
• Except as otherwise required by law, temporary employees are generally not entitled to these benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level