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Guest Services Coordinator (Palo Alto)

Job ID: 7841

Updated: May 30, 2024

Location: San Francisco, CA, United States

Category: Facilities/Office Services

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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 alternative asset management; restructurings; high-stakes commercial and intellectual property litigation; 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 20 offices across the United States, Europe, the Middle East and Asia, we are one of the largest law firms in the world and a top financial performer.

Essential Job Functions

The Guest Services Coordinator is responsible for providing exceptional customer service and support to clients, guests and all K&E personnel while ensuring the successful daily operations of the Guest Services and Conference Center departments. In collaboration with the Senior Manager of Administration, this position will work closely with Office Services, Conference Technology and IT coordinating workflow. This position will focus heavily on menu creation and oversight for all conference center and office catering, including working with approved outside caterers. This position will also oversee pantry inventory and supply ordering, processing of daily and weekly invoices related to catering and supplies as well as making sure all employee and client facing spaces are neat and clean at all times. This position will focus on décor, and entertainment for events on and off site, client meetings and visiting attorney arrivals. He or she will also need to successfully resolve conference center related scheduling conflicts and handling ad-hoc requests in a timely manner. In collaboration with the Senior Manager of Administration, he or she will also develop and maintain standard operating protocols for the Conference Center and Reception. This position requires a high degree of independent judgment and discretion.

ESSENTIAL RESPONSIBILITIES (This list is not exhaustive and may be supplemented and changed as necessary.)

  • Ensure Firm’s Guest Services standards are communicated and upheld with the Conference Center and Reception
  • Lead by example: Present a professional appearance and attitude through appropriate dress, written product, voice messages and demeanor
  • This position is responsible for greeting and directing guests, clients & K&E personnel in a professional, friendly, and hospitable manner, answering incoming telephone calls, responding to emails, coordinating deposition requests, meeting rooms, and food deliveries on premise and off site
  • The Guest Services Coordinator in conjunction with reception, is responsible for receiving, responding to conference and/or visitor office requests and documenting all such communication within our Event Management System (EMS)
  • Maintain Visitor Offices to ensure they are held to Firm Standards and our Guest Experience is a positive one and assist with requests through phone, email and the Kirkland and Ellis Event Management System (KEEMS)
  • In collaboration with the Senior Manager of Administration, develop standard operating protocols for catering activities, reception desk including greetings, coverage, scheduling, event planning, additional services and personnel and concierge activities for guests
  • Review, prepare and submit all invoices for catering and conference center related activities
  • Food Service – Assist the Sr. Manager of Administration with the daily operation of outsourced food service providers, ensuring a high level of customer service, consistently high quality product, timely delivery, setup/clean up of conference rooms and cafes, assist with the catering and conference center budget and purchase equipment as necessary
  • Ensure all conference center meetings are scheduled accurately and communicated properly to the departments responsible for execution in a timely manner
  • Review conference room reservations and food orders to ensure work performed by the reception team is accurate
  • Train current employee and new employees on EMS
  • Interact with outside vendors to arrange for flowers, DJ’s and rental furniture and equipment
  • Perform other clerical duties, as assigned
  • Place daily food orders for internal and external meetings and trainings

OTHER FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary)

  • Any other functions/duties as assigned by management.

Qualifications & Requirements

Education

Bachelor’s degree required

Work Experience

Five (5) years related experience required

Background in Corporate Concierge, Hotel or Conference Center and or Event Planning is preferred 

Skills

  • Excellent telephone etiquette
  • Excellent written and oral communication skills
  • Demonstrate excellent punctuality and attendance with potential of overtime and schedule changes due to work requirements.  Standard work hours are Monday - Friday from 7:30 a.m. to 4:30 p.m.
  • Ability to work with minimum supervision
  • Customer service driven
  • Ability to work both independently and collaboratively as part of a team
  • Proficiency in the use of software, including, but not limited to, Microsoft Office: Word, Outlook, and Excel
  • Ability to handle multiple tasks and ability to work under specific time constraints
  • Professional appearance
  • Must be creative and capable of making quick and accurate decisions

How to Apply

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

For applicants who are based in Bay Area, visit the following link for pay range information: https://staffjobsus.kirkland.com/pages/bajobid7841

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 www.kirkland.com 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-On-site #LI-ML1