Hospitality Coordinator; Seattle

Job Description Summary

Fenwick is seeking a Hospitality Coordinator to join our Seattle office. This role plays an integral role to our office and will serve as Fenwick Seattle’s “brand ambassador” by creating and delivering exceptional customer service and a memorable/lasting experience to the firm’s internal and external clients. This highly visible role will be the “face of the office”. This position will play an important strategic role in enhancing the firm’s relationship with our clients, guests, and employees.

The individual must thrive and take pride in a front-facing service role. This position will be responsible for working with the main reception desk and conference center floor and will require resourcefulness and working knowledge of the conference center protocols, as well as the workings of the other office floors. This is a full-time non-exempt position and requires 100% onsite presence in our Seattle office.

The schedule for this position is Monday – Friday, 8:00am – 5:00pm PT and may require occasional overtime.

• Answer and screen all incoming internal and external phone calls in a professional and welcoming manner and direct calls to appropriate party
• Assist all guests and facilitate their arrival and departure by using appropriate technology and other means to provide accurate information
• Notify the building security ahead of time with guest list or vendor information and provide accurate information of where they should direct our visitors
• Welcome and greet guests/clients and notify attorney/staff of their arrival immediately
• Make sure the guest feels comfortable in our reception area or escort them to a conference room if directed to do so
• Schedule conference rooms for client/internal meetings, as well as special events, including specifying catering orders for beverages and food
• Communicate with caters and place food orders for meetings and events as necessary
• Communicate any conference room changes in a timely manner with the appropriate party as well as IT, Facilities etc.
• Coordinate and communicate with our IT Department to ensure that that Audio/Visual and other technology requirements for meetings are met and set up appropriately
• Accept food deliveries and ensure they are set up in the correct conference rooms or route to appropriate personnel
• Assist with scheduling visiting offices for attorneys and staff from other Fenwick locations
• Distribute and collect new and loaner keycards
• Actively participate in the firm’s emergency response plan and act as a first responder for onsite emergencies, as needed
• Provide back-up support for other team members
• Perform other related tasks as assigned

• Experience with MS Office Suite
• Experience using EMS or comparable conference room scheduling software
• Experience using Maptician or comparable office seating reservation software
• Experience working with catering vendors directly to place food orders as appropriate for various meetings/events
• Experience using Seamless Web/Grub Hub for last-minute orders
• Understanding and applying appropriate billing codes for each food order
• High level of attention to detail and organizational skills
• The ability to thrive in a fast-paced, deadline-driven environment
• The ability to multi-task in a calm and professional demeanor while under pressure
• Exceptional customer service skills to internal and external clients
• The ability to communicate effectively and tactfully
• Comfortable following instructions and procedures from a diverse group of clients, attorneys, professional staff, and vendors
• Demonstrated professionalism, courtesy, and diplomacy
• The ability to work a flexible schedule, including overtime, early mornings, evenings, or weekends, as needed to accommodate…