Catering and Hospitality Coordinator
About Ropes & Gray:
Ropes & Gray is a preeminent global law firm. The firm has been ranked in the top three on The American Lawyer’s prestigious A-List for eight consecutive years and #1 on Law.com’s U.K. A-List twice in the past three years—rankings that honor the “best of the best” law firms.
The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo and Washington, D.C.
The firm has consistently been recognized for its leading practices in many areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.
Ropes & Gray is an equal opportunity employer.
Overview:
JOB SUMMARY:
This Conference Services Representative is responsible for conference room set-up and breakdown including catering services and furniture configuration. Some examples of typical events are: internal, client meetings, board meetings, depositions, town halls, training programs, sit down dinners, happy hours and seasonal events.Also responsible for maintaining supply inventory and equipment, cleanliness and overall appearance of conference rooms, service areas, pantries, catering kitchen and visitor offices.
Responsibilities:
ESSENTIAL FUNCTIONS- Pull and review daily reports from reservation software (EMS) to proactively plan setup and cleanup scheduless
- Retrieve delivery, setup and breakdown of all food and beverage services on a timely basis as outlined in the daily setup worksheet.
- Respond immediately to same day/urgent requests- changes, additions and cancellations.
- Set up, decorate, and prepare serving areas ensuring pristine upscale catering presentations.
- Determine appropriate linens, rentals and catering supplies needed to support special events.
- Place daily catering orders according to detail within EMS reservations.
- Reconfigure conference room furniture (tables, chairs) and transport back and forth to storage area.
- Clean, stock and maintain organization of catering kitchen, pantries, buffets and storage areas.
- Operate, maintain and clean a variety of standard kitchen equipment, including dish washers, coffee machines, ice machines, utility carts, and microwaves.
- Established product par levels and order replacement inventory to ensure adequate supplies to meet client needs.
- Inspect all conference rooms daily and in-between scheduled room assignments, as appropriate, maintaining cleanliness and proper furniture configuration.
- Perform routine conference room and/or visitor office checks. Using checklists provided, ensure all locations are kept in pristine condition- fully stocked, with proper documentation.
- Report facilities issues to local office contact, i.e. stains on carpets or walls, damages to chairs, cabinets, drawers, shades (perimeter and interior), etc.
- Abide by safety and sanitation standards at all times.
- Provide backup for audiovisual support (will train as needed)
- Uphold all Conference Services policies, procedures and high standards for quality service.
- Perform other work related duties as assigned by the Conference Services Manager/Supervisor and Office Manager.
ESSENTIAL CAPABILITIES:
- Demonstrate high level of customer service and polished professionalism at all times.
- Interpret and respond clearly and effectively to e-mail as well as spoken requests over the phone or in person, and to verbal or written instructions.
- Must be flexible and handle multiple competing tasks, responding quickly to changing priorities.
- Ability to work in a fast-paced environment and react quickly and efficiently in stressful situations.
- Must be team-oriented and be able to work effectively in a culturally and educationally diverse environment.
- Must be self-motivated, demonstrate ownership and operate under limited supervision.
- Relay customer feedback and suggestions for improvement to management.
- Reliable and punctual.
- Flexibility in reporting hours, available for scheduled and unscheduled overtime.
- Maintain confidentiality in all client and firm matters.
Qualifications:
EDUCATION, EXPERIENCE AND SKILLS REQUIRED:
- High school diploma or the equivalent and a minimum of three years of related work experience.
- Knowledge of beverage and food presentation and event space configuration.
- Experience with corporate catering/executive dining and/or banquet/wait staff experience in catering hall, event space, convention center or hotel
- Must have computer knowledge and be familiar with Microsoft Outlook. Reservation software experience a plus.
- Ability to move large tables and chairs.
- Ability to lift at least 30 pounds and ability to move freely within the workplace.
- Willingness to learn and adapt to new systems and procedures.
Compensation and Total Rewards Package:
Ropes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture.The anticipated pay range for this role is listed below and represents our good faith and reasonable estimate of the starting salary range at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance.
The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including qualifications and experience, geographic location, education, external market data and consideration of internal equity.
- Chicago: $48,100 - $69,850
Working Conditions:
This position requires on-site presence as an essential function of the role. Consistent and predictable on-site presence is required for ongoing business continuity, professional development and effective collaboration with colleagues and management.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.