Guest Services Coordinator

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 will provide support to the Associate Director, Guest Services & Hospitality. Primary responsibilities will include overseeing all meetings and events held in the Conference Center and entertaining spaces to ensure accurate and efficient planning and execution.

Ensure quality customer service and coordinate with all Firm departments, attorneys, staff and outside clients to proactively plan all internal and external meetings, trainings, trial teams and events in all meeting and event space within the office, included but not limited to the conference center, café, floor pantries and workrooms.

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.

Arrange for all catering needs by acting as a liaison between foodservice staff and the client, making the reservation to ensure proper meals have been arranged at the correct delivery times and charges are allocated properly. Educate requesters on catering menu options/pricing and any requests for rented linen, floral, décor, furniture and entertainment.

Add guest names to building security website and/or coordinate expedited security to allow a smooth arrival to the building for outside guests.

Provide guidance and support to Guest Services Representatives. Assist with answering phones, responding to e-mail requests and greeting guests at the reception desk as needed.

Perform any other tasks that are needed by anyone who inquires, 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.

Maintain profiles and lessons learned on all meetings and events.

Meet with attorneys and clients to plan their meetings and events; working with the Guest Services & Hospitality Management team 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, along with Guest Services and Hospitality Management team, effectively managing all meeting and 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/restaurants, florists, and 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 Associate Director, Guest Services & Hospitality.

Present a professional appearance and attitude through appropriate dress, written product, voice messages and demeanor.

Qualifications & Requirements

Guest Services Coordinators are responsible for the overall guest experience for each meeting and event from arrival to departure. 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.

Must have a minimum of 3-4 years Conference Center experience, preferably in a law firm or other fast-paced professional services 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 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 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-Onsite #LI-LW1