Guest Services/Hospitality Coordinator

Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high-stakes. The firm’s work is distinguished by a unique combination of precision and vision.

Based in London, the Client Services/Hospitality Coordinator will be responsible for coordinating the delivery of high-quality hospitality services to our internal and external clients, with a focus on meetings and events held within the office environment. This is a new and exciting role that will work closely with our Business Office, Reception and Catering teams, coordinating tasks and responsibilities across the departments to ensure delivery of high-quality services to our internal and external clients.

The successful candidate will ideally have prior experience coordinating front-of-house/client hospitality in a similar environment, providing an exceptional service to all attorneys and staff, clients, visitors and firm management. This role requires a strong communicator at all levels, who thrives on working in a high paced environment and is able to positively implement change and develop efficiencies as the business requires.

This role reports to the London Director of Administration and the Facilities & Office Services.

*Note this is a full time permanent position.

Responsibilities include:

• Work with Business Office, Facilities, Reception, IT/AV and Catering teams to plan and execute internal meetings and events ensuring quality customer service is provided to all internal and external guests..
• Interface with teams to guarantee preparedness of meeting rooms and internal event spaces. This includes but is not limited to ensuring the quality of the physical environment, coordinating the delivery of amenities and services during meetings, and ensuring turnaround of rooms.
• Liaise with meeting/event requester to determine internal meeting/event hospitality needs and coordinate the implementation of services. Act as liaison with Catering team by working with external vendors and online food delivery providers; ensuring high standard presentation and quality of food. Educate requesters on catering service types, as well as special event types and budgets.
• Continuously improve and enhance the hospitality services provided while managing costs and assessing feasibility; monitor market trends and the evolving needs of the office; identify creative ways to improve overall service and offerings, work with relevant teams to implement.
• Work with the Catering Supervisor and Reception team to ensure that, for scheduled daily meetings and events, all information is accurate and communicated accordingly to participating departments.
• Address and troubleshoot problems as they arise.
• Develop strong relationships with external vendors, work closely with them to ensure the provision of appropriate food services, as needed.
• Work with the Catering Department and Business Office to improve the event space and meeting room set-up, as well as the supplies used, ensuring a visually attractive and functional environment.
• Produce data on meeting room utilisation, budgets and event and meeting trends, as requested.
• For events and meetings, where needed, ensure proper budget approvals are sought and approved; process invoices issued by vendors; working with the Business Office and Finance, ensure meetings and events are accurately coded for budget management purposes.
• Assist with delivery of hospitality services if needed, including food service, room preparation, event set-up and clear up.
• Assist with special projects and requests as needed.