Senior Guest Services Coordinator

A law firm in Miami is seeking a Guest services Coordinator.

The Guest Services Coordinator is responsible for providing exceptional customer service and support to clients, guests, and all firms'personnel while ensuring the successful daily operations of the Conference Center. In collaboration with the Operations Manager, this position will work closely with Guest Services, Office Services, Conference Technology, Hospitality and Flik Catering, and IT Help Desk while overseeing the reception team and coordinating workflow. In collaboration with the Operations Manager, they will maintain standard operating protocols for the Conference Center and Reception. This position requires a high degree of independent judgment and discretion.

Duties and Responsibilities:

Reception and Client Interaction: Greeting and escorting clients, vendors, and visitors to appropriate departments or meeting spaces. Maintain a professional and welcoming atmosphere in reception areas.

Meeting and Event Coordination: Manage all meeting room reservations and special events, ensuring accuracy and timely fulfillment of requests. Resolve scheduling conflicts related to conference rooms.

Interdepartmental Coordination: Collaborate with various departments, including catering, technology, and general services, to plan meetings and events. Ensure all details are communicated and executed flawlessly.

Catering and Event Planning: Act as a liaison between food service staff and clients for catering needs. Educate clients on service types, event types, and pricing. Oversee the ordering, delivery, and billing of catering services.

Conference Center Oversight: Conduct daily inspections of conference rooms for readiness and appearance. Prepare and monitor room reservation reports. Provide support and management to Conference Center Assistants and Coordinators.

Special Event Management: Manage special events, ensuring clear communication and coordination with all involved departments.

Financial Management: Process invoices with vendors, manage catering chargebacks, and oversee billing to appropriate budgets or client accounts.

Qualifications:

•Minimum of 5 years experience in a front-line customer service position, preferably in a law firm, conference center, hotel, hospitality, event planning, or other fast-paced environment.

•Considerable initiative, outstanding customer service skills, exemplary integrity and discretion, and the ability to learn quickly

•A can-do attitude and high standards for personal performance; highly dependable, punctual, and available to work overtime

•Excellent time management skills, highly organized, and attention to detail.

•Ability to resolve complaints/issues while maintaining a professional and calm demeanor

•Ability to work with minimal supervision, keen judgment, discernment, diplomacy, and problem-solving skills.

Duties and Responsibilities:

Reception and Client Interaction: Greeting and escorting clients, vendors, and visitors to appropriate departments or meeting spaces. Maintain a professional and welcoming atmosphere in reception areas.

Meeting and Event Coordination: Manage all meeting room reservations and special events, ensuring accuracy and timely fulfillment of requests. Resolve scheduling conflicts related to conference rooms.

Interdepartmental Coordination: Collaborate with various departments, including catering, technology, and general services, to plan meetings and events. Ensure all details are communicated and executed flawlessly.

Catering and Event Planning: Act as a liaison between food service staff and clients for catering needs. Educate clients on service types, event types, and pricing. Oversee the ordering, delivery, and billing of catering services.

Conference Center Oversight: Conduct daily inspections of conference rooms for readiness and appearance. Prepare and monitor room reservation reports. Provide support and management to Conference Center Assistants and Coordinators.

Special Event Management: Manage special events, ensuring clear communication and coordination with all involved departments.

Financial Management: Process invoices with vendors, manage catering chargebacks, and oversee billing to appropriate budgets or client accounts.

Someone with excellent hospitality experience will be considered.

Qualifications:

•Minimum of 5 years experience in a front-line customer service position, preferably in a law firm, conference center, hotel, hospitality, event planning, or other fast-paced environment.

•Considerable initiative, outstanding customer service skills, exemplary integrity and discretion, and the ability to learn quickly

•A can-do attitude and high standards for personal performance; highly dependable, punctual, and available to work overtime

•Excellent time management skills, highly organized, and attention to detail.

•Ability to resolve complaints/issues while maintaining a professional and calm demeanor

•Ability to work with minimal supervision, keen judgment, discernment, diplomacy, and problem-solving skills.