Hospitality Specialist

Solutions for Today’s Challenges. Vision for Tomorrow’s Opportunities.

Join William Blair, the Premier Global Partnership.

This role will serve as the Workplace and Real Estate Management (WREM) Hospitality Specialist ensuring excellent customer service with minimal disruption. Operate as the primary contact for all hospitality services in the office including food and beverage procurement, and meeting support for staff and clients. Support and help coordinate client events with employees and the wider events team. Implement and monitor office-specific WREM procedures related to hospitality and assist other team members with office-wide facilities tasks.

Employee in this role will be required to work in the New York office five days a week.

Responsibilities include but may not be limited to:

• Act as a resource for internal customers during meeting and event planning process


• Order, set up, and break down catering orders for client meetings. Ensure rooms are reset for following meetings.


• Confirm meeting room and hospitality procedures are in place and followed


• Partner with broader strategic resources teams (Meeting Planning, IT Solutions, AV Production, Facilities, Marketing, Finance) to provide transparency across all groups for meeting and event execution


• Provide support for internal customers on conference room scheduling tool to effectively manage client meetings


• Allocate invoices for payment, prepare and submit expense reports and ensure hospitality expenses are paid in a timely manner


• General Office


• Execute office administration services to meet the needs of local office staff, including furniture moves (may include lifting/assembling furniture up to 50 lbs.), repairs/maintenance, meetings/conference room services and general office operations


• Order, maintain inventory and manage food and beverages products in common staff kitchens and pantries


• Arrange for maintenance/repairs when needed, ensuring quick response and minimal disruption


• Serve as a contact for office services questions, issues or special requests


• Allocate invoices for payment, prepare and submit expense reports and ensure hospitality expenses are paid in a timely manner


• Relationship Management:


• Ensure outsourced staff meets performance expectations and service commitments and appropriate staffing levels are provided


• Maintain relationships with local office management and employees to stay abreast of needs and employee satisfaction


• Maintain relationships with external vendors, outsourcing firms and other office administration professionals


• Build relationships with corporate WREM staff to stay abreast of corporate standards, trends and changes. Leverage relationships to respond to local office services needs/requests when needed


• Partner with the wider meeting planning and hospitality teams and follow best practices and firmwide hospitality standards to plan and coordinate office wide events (examples: holiday party, community engagement, Alliance Groups)


• Additional responsibilities as requested.

Qualifications

• Bachelor's and/or 5+ years hospitality experience required


• Commits to satisfying internal and external customers


• Good organizational, communication, and daily prioritization skills


• Strong time management and project management skills


• Basic working knowledge of Microsoft office products


• Excellent verbal and written communication skills


• Proven problem solving and critical thinking skills


• Willingness to adapt to change


• Ability to work in a fast-paced environment


• Team player

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