Concierge Assistant

Cooley is seeking a Concierge Assistant to join the Guest Services team in the New York office.

Position summary: The Concierge Assistant is responsible for maintaining the Concierge Center and services for guests, visitors and for overseeing the daily activities of the conference rooms throughout the floors. The Concierge Assistant will be resourceful and proactive in providing a positive and exceptional customer service concierge experience to all guests and personnel. This role c oordinates with the guest services team, food services vendor, IS, facilities and other departments to ensure a high-level operation of the conference center.

Specific duties include, but are not limited to, the following:

Position responsibilities:

Catering:

• Compile and provide catering options (e.g., menus etc.)
• Submit catering and events orders
• Monitor food and beverage orders, ensuring each meeting is serviced to the highest standards

Coordination:

• Responsible for daily activities in the conference center, including greeting visitors, working with the food services vendor(s), and coordinating as necessary with receptionists, facilities, and the IS team
• Coordinate with guest services and/or facilities staff daily on the logistics for scheduled meetings and catering, including room set up
• Coordinate check-in and food tables for client events and round tables
• Monitor all conference rooms to ensure that they are well supplied and maintained in a neat and orderly fashion. Stock rooms with any required supplies
• Coordinate after hours support with landlord, as needed
• Assist with travel, car, and restaurant reservations, as requested (where applicable)
• Monitor guest services and/or facilities emails from conference rooms
• Back up reception, as needed
• Assist with organization of visitor office reservations, including cleaning, supplying and directing visitors to visiting work area space
• Complete internal moves as required, including cleaning space prior to new hire arrival and after employee departures,
• Prepare spot maps for quarterly floor care service, as needed
• Clean out all pantry refrigerators on a monthly basis, as needed

Scheduling:

• Assist users with walk up booking or conference rooms
• Work closely with the guest services, facilities staff and local Information Services (IS) to ensure meetings run smoothly and as planned
• Respond promptly to resolve issues with excellent customer service

Technology:

• Responsible for working in conference center scheduling system (EMS) along with the team to ensure meeting reservations and entered properly, making adjustments as necessary. Significant knowledge of and comfort with EMS required
• Responsible for monitoring accuracy of EMS room panels
• Assist IS team with any technology needs
• Assist with printing and light edits to documents, as requested
• Expected to be familiar with all employees and departments in the office
• All other duties as assigned or required.

Skills and experience:

Required
:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Available to work overtime, as required
• Flexible to work evenings and weekends, if necessary
• 1+ years’ applicable experience, with emphasis in hospitality and/or event coordination
• Strong telephone/console operator skills; previous experience with office equipment
• Familiarity with making international and long-distance calls to enable the Assistant to assist clients, guests or firm employees

Preferred
:

• Prior receptionist/concierge desk and event planning experience
• Experience in a law firm or other professional services environment
• Good Listener
• Exemplary customer service and responsiveness
• Pleasant and professional demeanor with clear speaking voice
• Ability to work well with clients, support staff and attorneys without supervision
• Excellent organizational skills, competent in vendor management and problem-solving abilities
• Ability to work well under pressure and perform repetitive tasks
• Excellent follow-up skills and attention to detail
• Flexible team player with a ‘can do’ attitude and demonstrates resourcefulness
• Possesses a reliable and cooperative manner, a “can do” attitude and who demonstrates resourcefulness
• Abilit…