3932 - Guest Experience and Event Coordinator

The Guest Experience and Event Coordinator is responsible for serving as the firm's first point of contact for clients, and guests to the local office, and plays a leading role in fulfilling the firm's "First Impressions" philosophy. This position is also responsible for assisting with the coordination of the logistics involved in ensuring events go smoothly, including assistance with choosing venues and catering services.

A career at Nixon Peabody is the opportunity to do work that matters. It's the chance to use your knowledge to shape what's ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking.

We've created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law. And our rigorous standards assure you are part of a diverse team of top talent at every turn.

If you're someone who's looking toward the future, we'd love to hear from you.

Location: New York City, NY

Reception:

• Maintain an orderly and presentable lobby.
• Maintain a positive, pleasant and helpful demeanor at all times.
• Serve as the point person for office leadership regarding clients and guests.
• Coordinate with the Marketing team on event logistics.
• Monitor lobby and conference room A/V and IT equipment and notifying IT of any potential issues.
• Greet and engage with guests in a friendly manner.
• Offer to facilitate brief tours of general office and space overview.
• Escort guests to seating area and/or conference room.
• Provide guests with technical assistance, such as Wi-Fi passcode.
• Notify the NP host that his/her guest is on-site and confirm whether to escort guest to the conference room. Create and update guest profiles in Workspace.
• Share knowledge of local area, streets, restaurants, attractions, discount perks, etc.
• Operate a multi-line phone or console in order to relay incoming and outgoing calls.
• Participate in the Firm's cross-office switchboard coverage program and take phone calls from other offices as directed.
• Answer phone and greet callers in a positive and professional manner; directs phone calls to the appropriate personnel or to the voice mail system.
• Distribute security badges and parking validations; reconcile inventory logs for badges and parking validation costs in Aderant.
• Communicate guest office and meeting room needs to Support Services, Hospitality, and other appropriate personnel.
• Monitor the Firm's conference room scheduling application and schedules/cancels rooms as necessary.
• Create conference room reservations/catering requests in Workspace.
• Confirm Workspace matches office events bulletin.
• Maintain a Reception Reference Guide.

Event Coordination

• Assist with all aspects of event planning.
• Nurture and build relationships with vendors, venues, and other industry contacts.
• Build and maintain a comprehensive database of industry contacts, vendors, venues and past events as a resource.
• Comply with legal, insurance, health, and safety regulations at all times.
• Coordinate with internal staff, clients, and vendors to establish the requirements for an event.
• Locate resources and lead pre-event meetings to help staff make decisions about event design.
• Assist with the logistics for all events, guest lists, venue preparation, presentation materials, technology, catering, entertainment, transportation, equipment, decor, and marketing materials.
• Oversee client experiences from conception through post-event review; manage on-site preparations, production, and event breakdown.
• Troubleshoot any issues that arise on event day.
• Collaborate with the Marketing team regarding signage and ensure all signs are in place.
• Collaborate with Office Services regarding the printing of nametags, flyers and documents and any materials needed for the event.
• Lead internal Event Planning Committee meetings and distribute meeting notes to the team.
• Collaborate with the Lead Facilities Coordinator and Hospitality regarding catering and certificate of insurances.
• Send a list of scheduled visitors to all personnel in the relevant office on a daily basis.
• Maintain awareness of potential office security issues and communicate concerning issues to local office management, building security when appropriate, and the risk management team.
• Ensure that courier services and deliveries are recorded and directed to the appropriate recipient when applicable.
• Participate in cross-training initiatives and cross-functional team support in order to provide backup to Support Services and Hospitality teams as needed, including:

1. Record maintenance requests into the building services system.
2. Record guest information into building registration system.
3. Assist with standard beverage and snack set-ups.

• Participate in Firm trainings.
• Assist in the training of new/junior-level team members; offer ongoing guidance and act as positive role model.
• Perform other duties as assigned.

To perform this job successfully, you must be able to perform each essential job responsibility listed above, satisfactorily, with or without reasonable accommodation. Nixon Peabody retains the right to change or assign other duties to this position. The requirements listed below are representative of the skills and abilities required.

• 5-7 years of experience in customer service or concierge role, preferably within a law firm or professional services environment.
• Bachelor's Degree preferred. Work experience in lieu of a degree will be considered.
• Excellent interpersonal and communication skills, both verbal and written.
• Strong customer service and organizational skills.
• Have a professional and neat personal appearance.
• Demonstrated ability to operate a multi-line telephone.
• Possess strong keyboarding skills and advanced proficiency in Microsoft Office software.
• Demonstrated ability to manage multiple priorities while dealing with distractions.
• Apply common sense understanding to carry out instructions.
• Maintain proficient knowledge of all fire, safety, security and emergency procedures and skills.

Nixon Peabody LLP is an Equal Opportunity / Affirmative Action Employer: Disability / Female / Gender Identity / Minority / Sexual Orientation / Veteran.

To comply with Federal law, Nixon Peabody participates in E-Verify. All newly-hired employees are verified through this electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to confirm their identity and employment eligibility. Please refer to the Notice of E-Verify Participation and the Right to Work posters on the Nixon Peabody Careers page for more information.

In accordance with applicable Federal and State laws, the anticipated annual salary range for this position, depending on location, is as follows:

• New York, NY: $54,513 to $74,907

In addition to a standard benefits package, this role may be eligible for additional contingent compensation based on an array of factors, including but not limited to: work performance, geographic location, work experience, education, and qualifications. Because such contingent compensation is not yet calculable or may be zero ($0) in some circumstances, the above-listed salary range(s) are Nixon Peabody's good faith estimate of the annual salary(ies) it reasonably expects to pay for the position at the time of this posting.

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