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Guest Services Senior Coordinator

Job ID: 7259

Updated: Aug 17, 2023

Location: Chicago, IL, United States

Category: Facilities/Office Services


About Kirkland & Ellis

At Kirkland & Ellis, we are united in our ambition and drive to move forward. We share core values that help us achieve excellence: collaboration, talent empowerment, service, inclusion, respect and gratitude. Our people are our greatest asset, and we invest in the brightest talent and encourage a diversity of perspectives and strengths to create dynamic teams that operate at the pinnacle of their field. Our talented professionals show up every day knowing they will engage in meaningful work, continuous learning and professional development.
As one of the world’s leading law firms, we serve a broad range of clients with market-leading practices in private equity, M&A and other complex corporate transactions; investment fund formation and management; restructurings; high-stakes litigation and trials; and government, regulatory and internal investigations. We handle the most complicated and sophisticated legal matters because we don’t just meet industry standards, we create them. We bring innovation and entrepreneurialism to every engagement and, as a result, have long-standing client relationships with leading global corporations and financial sponsors. With 6,500 employees (including 3,500+ lawyers) operating from 19 offices across the United States, Europe and Asia, we are one of the largest law firms in the world and a top financial performer.

Essential Job Functions

The Guest Services Senior Coordinator will provide support to the Guest Services Department and the Senior Hospitality Manager and is responsible for ensuring the successful daily operations of the meetings and events in the Conference Center and Café.

Essential Job Functions:

  • Ensure quality customer service is provided to all attorneys, clients and visitors to the conference center and dining spaces.
  • Coordinate with in-house staff of Facilities, Coordinators and Assistants with meetings and event needs.
  • Work with Senior Hospitality Manager to plan and execute all programs and promotions in the dining, meeting and event spaces.
  • Interface with catering, conference technology, general services, secretarial services and other service departments to guarantee preparedness of the conference center and café for all event and meeting needs.
  • Work with the Senior Hospitality Manager to oversee the scheduled daily meetings to ensure that all information is accurate and communicated properly to all participating departments to ensure that every meeting and event runs smoothly.
  • Arrange for all catering needs by acting as a liaison between foodservice staff and the person making the reservation to ensure proper food order, delivery time, and billing.  Educate requesters on meal, snack, and beverage service types, as well as special event types and pricing for each.
  • Address and troubleshoot any problems should they arise.
  • Oversee physical inspections of the conference rooms daily for appearance and preparedness.
  • Prepare and monitor room reservation reports daily.
  • Maintain profiles and lessons learned on all events and special meetings.
  • Meet with attorneys and clients to plan their events and meetings; working with the Senior Hospitality Manager and any additional team members as necessary.
  • Follow up prior to the meeting to make sure all details have been properly communicated and executed.
  • Coordinate special events report, effectively managing all event details and providing clear direction to all additional departments involved in the event.
  • Provide accurate pricing and billing codes for the user groups and ensure meetings and events are billed properly.
  • Process invoices with preferred vendors (included but not limited to food service providers, vending service providers, outside catering companies, florists and linen companies).
  • Assistance with preparing the Food Service chargebacks and uploading charges to the appropriate GL Code/Department Budget or Client Matter.
  • Assist with special projects and requests as needed, directed by the Senior Hospitality Manager.
  • Present a professional appearance and attitude through appropriate dress, written product, voice messages and demeanor.

Qualifications & Requirements

Must have a minimum of 2 years of management/supervisor experience in front-line customer service, preferably in a law firm, conference center or other fast-paced environment, the demonstrated ability to work in a fast-paced atmosphere to manage multiple competing tasks and demands, a high level of interpersonal skills to handle sensitive and confidential situations, the ability to interact and communicate with individuals at all levels of the organization, superior organizational skills, a customer service orientation, a proactive work ethic, attention to detail and flexibility for overtime. Must be proficient in MS Word and type a minimum of 40+ wpm. Excel experience is also strongly preferred.

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm. #LI-DR1 #LI-On-Site