Guest Service Events and Conferences Coordinator - London, United Kingdom - Portico at Linklaters

Description

• Working 40 hours per week onsite based at
  Linklaters (magic law firm) 1 Silk Street and employed by
  Portico (guest services provider).
• Salary
  :£34,000.
• Free Gym
• Bupa
• Pension
• Discretionary bonus

The role of the Guest Services Coordinator is to work in partnership with other Guest Services Co-ordinator's to organise all aspects of events, special and/or complex client meetings, including all seminars, roundtables and AGM's.

• To work with other Guest Services Coordinators to organise all aspects of events, special and/or complex client meetings, including all seminars, roundtables and AGM's, and all internal, training, recruitment and community investment meetings for Linklaters as per requests made by staff and clients.
• To manage, coordinate and organise the annual internal programme of learning and development for Linklaters.
• To ensure that any amendments are made to events, or learning and development sessions, aligning with requests where required.
• Building rapport with internal and external stakeholders to ensure the successful delivery of all events and L&D programmes.
• To ensure that on the day all meeting requirements are met and executed to a high standard, rectifying any issues with a solution driven focus.
• Liaising with reception, FOH AV support, catering, security, cleaning and maintenance teams and any other supplier partner as required to ensure effective use of resources.
• Coordinate special meetings and function requests (pre and post meeting requirements) and be proactive in anticipating host requirements and providing assistance as required. This will include booking suitable room space.
• To liaise with host of larger more complex bookings and functions and training courses prior and throughout course of meeting, ensuring their requirements are met. This will include producing badges and managing the registration of attendees and working with the catering team to coordinate the catering requirements for each function.
• To assist at these functions with duties that will include visitor registration and cloakroom service, setting up any materials.
• To seek feedback regarding meetings and functions held and work to improve or develop services as necessary and in an effective manner.
• To carry out receptionist duties when operational demand requires.
• To carry out all duties in a positive and professional manner. Be tactful, patient, tenacious and approachable at all times and escalate matters when necessary. To be immaculately presented at all times, wearing uniform provided.
• To ensure that an exceptional high standard of customer service is always provided
• To take responsibility for any difficult situations that arise, escalating matters where necessary.
• To proactively manage all meeting space and be able to advise clients of different room set ups available in particular meeting spaces.
• To have a satisfactory knowledge of the AV and IT facilities available within the meeting rooms to be able to offer advice to clients re their AV and IT requirements, involving the Front of House AV Technical Supervisor as required.
• To work with UK Room bookings to trouble shoot any booking requests ensuring that all information is accurately recorded within the booking system.
• Daily check of future bookings, with special attention to the following working day ensuring that all details are recorded correctly before the day is 'handed over' to the reception team.
• To manage the related operational inbox/es to the department, coordinating responses and requests in a timely manner.
• To work closely with all other Portico team members to ensure best service delivery across all front of house operations.
• To communicate in an effective and timely manner
• Receive and respond to feedback in a constructive and effective manner, considering the Client's best interests, escalating to leadership where necessary.
• To participate in project work, as directed, and to implement any actions as necessary
• Participate and work in collaboration with team members regarding adhoc ventures, such as charity initiatives.
• Take ownership and responsibility ensuring you are working effectively and developing relationships with your colleagues
• Support your colleagues and assist coaching new starters through their probation period.
• To deliver outstanding customer service at all times and take on align service with Portico behaviors and values.
• To demonstrate attention to detail and use initiative to trouble shoot and provide solutions when necessary.
• Always demonstrate a positive and professional cando attitude working alongside colleagues to deliver the best for the client.
• Approach all work with an organized an