Guest Services Specialist

Guest Services Specialist
Cooley is seeking a Guest Services Specialist to join the Office Services/Facilities team.
Position summary:

Under the direction of the Operations Manager and/or Director of Administration, the Guest Services Specialist is responsible for overseeing the day-day hospitality service operations and directing large multifaceted service offerings.
Specific
duties and responsibilities include, but are not limited to, the following:
Hospitality and events:
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 services providers related to events, as needed
Assist Administration, Marketing, Legal Talent, Professional Development and other departments with coordination of events
Oversight of conference room bookings through an online software tool (EMS)
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
Coordinate all hospitality communications
Liaise with outside vendors and internal departments for meeting events, catering setup on premises to ensure best first impression for clients, employees and visitors
Manage updates to 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 and implement cost saving measures and suggest ways to generate increased revenue through café sales. Ensure café vendor provides efficient and cost-effective food services. Conduct research and RFPs on a regular basis to ensure our café is competitive and resourceful. Assist Director of Administration with negotiating contracts and renewals, as needed
Review weekly café sales and operating expense reports. Participate in monthly business review meetings with café manager and with the Operations Manager and/or Director of Administration
Ensure café vendor maintains the café area, kitchens and lunchrooms as well as related supplies and equipment to include 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.  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)
Financial management:
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
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
Ability to work extended and/or weekend hours, as required
Ability to travel, as required
3+ years of hospitality and event planning experience
Preferred:
Bachelor's Degree
Previous law firm or other professional services experience
Experience with electronic scheduling platforms
Competencies:
Excellent customer services skills
Proven leadership skills
Excellent organizational, communication and presentation skills
Ability to work effectively with all personnel
Ability to analyze and solve problems
Ability to work independently
Professional demeanor
Reliable and cooperative manner
Ability to work under pressure, handle multiple tasks and manage shifting priorities
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 with a work schedule of 40 hours per week is $34.50 - $42.00 ($71,760.00 - $87,360.00 annually). 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.