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Guest Services Coordinator

Job ID: 5167

Updated: Sep 20, 2019

Location: Chicago, IL, United States

Category: Facilities/Office Services

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About Kirkland & Ellis

Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms.  Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.

Essential Job Functions

The Guest Services Coordinator will provide support to the Guest Services Department, Guest Services Manager and Associate Director of Guest Services and Facilities. Primary responsibilities will include overseeing all meetings and events to ensure accurate and efficient planning and execution of Kirkland & Ellis events.  Guest Services Coordinators are also responsible for greeting and escorting outside clients, vendors and visitors to the appropriate department, floor or conference room while at the reception desk. The hours will generally be Monday through Friday from 8am to 5pm; however, this person will be expected to be available for special events as needed.

ESSENTIAL JOB FUNCTIONS

  • Ensure quality customer service is provided to all attorneys, clients and visitors to the conference center when working at the reception desk.
  • Coordinate with all Firm departments to proactively plan all meetings and recurring events.
  • Interface with catering, conference technology, general services, secretarial services and other service departments to guarantee preparedness of the conference center for all event and meeting needs.
  • 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 charges.  Educate requesters on meal, snack, and beverage service types, as well as special event types and pricing for each.
  • Add guest names to building security website to allow entry to the building to outside guests.  Arrange for temporary internal IDs for visiting attorneys.
  • Be the single point of contact for all calls - act as the information ’hub’ of the office, knowing where to transfer people and what departments can help service each request.
  • Perform any other tasks that are needed by anyone who asks, whether in a conference room, workroom or visiting attorney office.
  • 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.
  • Provide guidance and support to Guest Services Assistants.
  • 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 Guest Services 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.
  • Manage 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, linen companies)
  • Assistance with preparing the catering chargebacks and uploading catering charges to the appropriate GL Code/Department Budget or Client Matter.
  • Assist with special projects and requests as needed, directed by the Guest Services Manager and/or Associate Director of Facilities and Guest Services.

Qualifications & Requirements

Must have a minimum of 2-3 years conference center experience, preferably in a law firm or other fast-paced environment, the demonstrated ability to work in a fast-paced atmosphere to juggle 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. 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 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.