Description

Greenberg Traurig (GT), a global law firm, has an exciting full-time employment opportunity for a Facilities/Hospitality Coordinator in our our Charlotte, North Carolina office.  We offer competitive compensation and an excellent benefits package.  

Position Summary:     

The Facilities/Hospitality Coordinator reports to the Senior Operations Manager and is responsible for various general office operations support.  Key job responsibilities include, but are not limited to: providing reception coverage, conference room maintenance and setup, hospitality services (food service, beverage service, etc.), and facilities and technology assistance essential to the day to day business operations.  Must have excellent communication skills and strong customer service skills.     

 Duties and Responsibilities     

• Creates an exceptional first impression for our clients and visitors and represents the firm in a positive and professional manner. Actively promotes and ensures clear communication between reception and office clientele and adheres to confidentiality policies at all appropriate times.
• Promptly answers all incoming calls to the switchboard, takes and delivers accurate messages via email or voicemail, as directed by attorney or staff.
• Keeps track of events, office personnel and visitors in conference center as well as the office.
• Schedules meetings, book conference rooms and maintains accurate log.
• Reviews and completes catering and technology setups for conference rooms to ensure reservation requests are met prior to scheduled meeting.
• Orders food and beverage/catering requests, ensures perfect order and timing. Directs caterers upon arrival.
• Assists attorneys, staff, visitors and clients with all special requests, including taxi, car service, copy/duplication, directions and suggestions for local accommodations.
• Maintains a polished appearance of reception and conference rooms at all times and identify areas for needed office improvement and bring to the attention of Facilities Manager. ​​
• Performs daily inspections of office space and identifies and addresses issues to ensure a clean and safe work environment.
• Coordinates building repairs, maintenance work with the Senior Operations Manager.
• Maintains and updates floor plans and seat assignments.
• Liaise between firm attorneys and staff and facilities, technology departments.
• Receives and directs deliveries and keeps accurate log.
• Orders and stocks supplies timely from approved vendors for office operations including, conference room, pantry room, general office supplies, etc.
• Maintains the appearance and condition of the pantry, to include keeping the pantry space and equipment clean and orderly, and notifying Senior Operations Manager of any required repairs.

Skills & Competencies     

• Strong written and verbal communication skills. Ability to answer phones and transfer calls and professionally meet and greet visitors.
• Excellent interpersonal skills and ability to collaborate well in a team.
• Extremely organized, detail-oriented, able to multi-task, prioritize workload, work efficiently in a team-oriented setting, take direction with minimal supervision, and work well under pressure in a deadline-oriented environment.
• Strong ability to maintain high standards and confidentiality, while seeking out ways to contribute and anticipate needs.
• Proficiency with Windows-based software and Microsoft Office Suite required.
• Must be customer service-oriented.
• Must be flexible to work overtime as needed.
• Manual dexterity and physical mobility, including ability to move frequently from reception area to conference rooms, and physical requirements including ability to carry/lift up to 50 pounds, stooping, standing, walking, and climbing stairs and ladders.

Qualifications & Prior Experience     

• Bachelor’s Degree preferred or equivalent education and work experience.
• Minimum of 5 years relevant work experience.
• Law firm experience a plus.
• Proficiency with Windows-based software and Microsoft Word, Excel and Outlook required.