Guest Experience & Hospitality Coordinator

The Guest Experience & Hospitality Coordinator is responsible for delivering seamless, professional, and high-touch experience for our internal and external clients by supporting all hospitality operations. This role serves as a key point of contact for all hospitality requests, ensuring exceptional service, efficient coordination of workplace logistics, and adherence to firm policies.

This role requires a proactive, service-oriented professional with strong organizational skills, attention to detail, and the ability to manage multiple priorities effectively. The Guest Experience & Hospitality Coordinator plays a critical role in ensuring an exceptional workplace environment and delivering best-in-class service to our internal and external clients.

Essential Functions and Responsibilities:

• Respond to guest inquiries and requests in accordance with Firm client service standards using knowledge of Firm and department policies; escalate difficult situations to the security team or supervisor as needed.

• Schedule conference rooms and coordinate meeting arrangements, including catering, audiovisual support, and security services through Firm meeting software application.

• Review the local office meeting schedule and prepare for upcoming meetings.

• Place catering orders and oversee deliveries to ensure accuracy and timely receipt.

• Prepare and maintain conference rooms by managing food deliveries and ensure rooms are cleaned promptly after meetings.

• Process catering invoices in Chrome River using the appropriate attorney and client numbers for daily food and beverage requests.

• Prepare a weekly inventory of hospitality supplies for the supervisor and order additional supplies in the supervisor’s absence.

• Assist guests traveling to the local office by coordinating with McDermott’s travel provider, arranging car service, and supporting related travel needs as needed.

• Provide in-person support at the start of meetings when requested, including video conferences, and familiarize users with room controls and support resources.

• Inspect local conference room hospitality supplies daily to ensure they are organized, and maintained according to standards

• Capture dietary restrictions and hospitality notes in the Firm’s client management software, and collaborate with Administration, HR, Facilities, and IT to support seamless experience for employees and visiting professionals, including onboarding support.

• Monitor budget considerations related to front office and hospitality services and assist with responsible cost management.

• Gather and suggest feedback to supervisor to continuously improve service quality and the overall workplace experience.

• Ensure compliance with Firm policies, security protocols, and building regulations for visitors and operational functions.

• Stay informed about workplace hospitality and guest experience best practices, recommending improvements as appropriate.