Hospitality Specialist

William Blair•New York, NY

4h•$80,000 - $95,000•Onsite

About The Position

Join William Blair, the Premier Global Partnership, as the Workplace and Real Estate Management (WREM) Hospitality Specialist. In this role, you will ensure excellent customer service with minimal disruption, acting as the primary contact for all hospitality services in the office. This includes food and beverage procurement, meeting support for staff and clients, and coordinating client events with employees and the wider events team. You will also implement and monitor office-specific WREM procedures related to hospitality and assist other team members with office-wide facilities tasks. This position requires working in the New York City office five days a week.

Requirements

Bachelor's degree and/or 5+ years hospitality experience required
Commits to satisfying internal and external customers
Good organizational, communication, and daily prioritization skills
Strong time management and project management skills
Basic working knowledge of Microsoft office products
Excellent verbal and written communication skills
Proven problem solving and critical thinking skills
Willingness to adapt to change
Ability to work in a fast-paced environment
Team player

Responsibilities

Act as a resource for internal customers during meeting and event planning process
Order, set up, and break down catering orders for client meetings. Ensure rooms are reset for following meetings.
Confirm meeting room and hospitality procedures are in place and followed
Partner with broader strategic resources teams (Meeting Planning, IT Solutions, AV Production, Facilities, Marketing, Finance) to provide transparency across all groups for meeting and event execution
Provide support for internal customers on conference room scheduling tool to effectively manage client meetings
Allocate invoices for payment, prepare and submit expense reports and ensure hospitality expenses are paid in a timely manner
Execute office administration services to meet the needs of local office staff, including furniture moves (may include lifting/assembling furniture up to 50 lbs.), repairs/maintenance, meetings/conference room services and general office operations
Order, maintain inventory and manage food and beverages products in common staff kitchens and pantries
Arrange for maintenance/repairs when needed, ensuring quick response and minimal disruption
Serve as a contact for office services questions, issues or special requests
Ensure outsourced staff meets performance expectations and service commitments and appropriate staffing levels are provided
Maintain relationships with local office management and employees to stay abreast of needs and employee satisfaction
Maintain relationships with external vendors, outsourcing firms and other office administration professionals
Build relationships with corporate WREM staff to stay abreast of corporate standards, trends and changes. Leverage relationships to respond to local office services needs/requests when needed
Partner with the wider meeting planning and hospitality teams and follow best practices and firmwide hospitality standards to plan and coordinate office wide events (examples: holiday party, community engagement, Alliance Groups)
Additional responsibilities as requested.