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

Position Summary: The Guest Services Coordinator is responsible for the conference center, food service functions and satellite kitchens. Coordinate schedules for internal and client meetings and functions with the Guest Services Department. Work with various departments to coordinate special events inside and outside the office.

Position Responsibilities:

• Coordinate special office events with various department team members to include all aspects of event planning: venue scheduling; catering; decor; staffing; entertainment; facilities and materials
• Schedule conference rooms for internal and client meetings and events
• Establish relationships and coordinate with Constellation Catering Group and outside vendors
• Attend weekly BEO meetings
• Keep BEO binder up to date with changes and requests
• Review and submit catering invoices to Guest Services Manager 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 distributing, inventory and stocking of the afternoon snacks
• Using the conference room scheduler, place appropriate food orders for all meetings on Catertrax.
• Ensure the setup of conference rooms for all meetings are adequately prepared based on food and beverage requirements
• Reset and clean conference rooms before and after meetings
• Maintain inventory of the wine and beer supply and keep the Guest Services Manager 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
• 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
• Assist with the monthly refrigerator clean outs
• Assist with organization of visitor office reservations and preparing offices for visitor arrivals
• Contribute creative ideas for office breakfasts, lunches and events
• Help coordinate special office events with Marketing/Business Development team members to include all aspects of event planning: venue scheduling; catering; decor; staffing; entertainment; facilities and materials
• Assists Guest Services Manager with a variety of client needs for meetings and events in the mornings and evenings
• All other duties as assigned or required

Skills and Experience:

Required:

• 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

Preferred:

• Prior law firm experience

Competencies:

• 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

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.

EOE.

The expected hourly pay range for this position is $28.50 - $35.00. Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.

We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off ("PTO") and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.