Guest Services Coordinator

The Guest Services Coordinator (GSC) is an essential staff member primarily responsible for the seamless planning and execution of essential reception and hospitality/internal event’s needs. The GSC provides a positive, professional, and warm first impression of the firm for all clients, visitors, colleagues, and business partners. With guidance from the Office Administrator, the GSC will provide reception back-up, assist in placing catering orders, facilitate conference room scheduling system, while prioritizing support requests and related resources for the Minneapolis office.

Assisting the Office Administrator and Office Services in the preparation, scheduling and maintenance of all conference rooms,

visitor areas, and common spaces, in addition to serving as primarily liaison to Landlord for visitor security access protocols.

• When trials arise, will take a lead role in the coordination of trial related logistics. Additionally responsible for collaborating with other firm offices as needed to share best practices regarding trial support.
• Serving as primary liaison to firm contacts for the conference room scheduling system, coordinating, and execution of trial team and other meeting needs in the Philadelphia office, by collaborating with service departments, such as Client Technology Services, Multimedia, Office Services, Reception, Firmwide Internal Events Team, Catering, Legal Administrative Assistants, and others, for the onsite execution of trial team and other meeting requirements onsite, including hosting weekly planning meetings with essential team members.
• Providing back-up Receptionist duties with occasional overtime needs in the early morning and evening, as needed for trial and Office coverage.
• Coordinating the contracting of external service vendors as necessary and reconciling all Office hospitality and trial/meeting support invoices.
• Assisting the Office Administrator in responding to urgent requests, crises, or underserved areas, related to trial team logistics or other PH Office operational needs onsite.
• Special projects and other duties as assigned, including the possibility of weekend coverage during trials
• Answer main switchboard, using a positive, enthusiastic, helpful and professional demeanor
• Maintain positive internal relationships, becoming a reliable partner to our professionals across the firm while partnering to improve client relationships from a client service perspective
• Maintain expertise in conference scheduling system
• Schedule and coordinate conference rooms and visitor offices according to requests via email or phone calls.
  
• Assist with internal events planning with Office Administrator and Internal Events team.
• Handle catering orders as assigned
• Assist with compiling receipts, creating event budget summaries, updating event tracking spreadsheet and closing files.
• Complete Chrome River credit card submissions as needed
• Maintain Internal Events inventory
• Maintain Internal Events on-line calendar
• Assist with Client Holiday Gift orders and processing.
• Assist hospitality team with meeting setups, conference room preparation, food service and other duties as assigned.
• Clean up conference rooms and visitor offices after meetings as needed
• Keep reception area and all common areas clean and clear of clutter
• Visitor Office prep

PHYSICAL DEMANDS/MENTAL QUALIFICATIONS

• Intermittent physical activity including reaching prolonged periods of sitting, bending, or lifting (up to 20lbs)
• Extensive use of computer must look at CPU monitor for prolonged periods of time. No travel.
• Mental qualifications include ability to analyzes and share data

• High School Diploma or higher
• Minimum of five years of meeting and/or event planning experience
• Strong interpersonal and communication skills, both in person/phone and electronically
• Ability to problem-solve.
• Excellent interpersonal, verbal and written communication skills, including the ability to communicate effectively in a virtual environment (e.g., via phone, web/videoconference).
• Ability to concentrate on tasks, make decisions and work calmly and effectively in a high-pressure, deadline-orientated environment.
• Demonstrated ability to use good judgment in taking initiative while asking for direction or clarification and consulting others, as appropriate.
• Willingness to be flexible with time and adjust to a changing work environment.
• Ability to build and maintain positive relationships, both internally and externally, while maintaining a client service orientation
• Strong computer skills in MS Office Suite and adaptability to custom software apps
• Ability to use sound judgment and discretion in dealing with highly confidential information.
• Ability to maintain stamina throughout a standard workday, on- and off-site.
• Ability to maintain regular attendance and work regularly scheduled hours.
• Ability to take direction and accept supervision.
• Demonstrate ability to work independently, organize and accurately prioritize work, be detail-oriented, understand when urgency is required and use good judgment in varied situations.
• Ability to work effectively with co-workers in a team-oriented, collaborative environment.

What We Offer

• An opportunity to join an established team and be part of a successful and proven global organization!
• A competitive compensation program!
• Large Company Benefits: Medical/Dental/Vision/401K with a competitive company match!
• Employee discounts on Canon products & vendor discount programs for employees!
• World-Class Training & Career Development Programs!