Office Hospitality and Events Coordinator

Job Summary

The Office Hospitality and Events Coordinator leads the coordination and execution of high-quality meetings, events, hospitality services, and office-based programs in a large, highly visible professional services environment. This role helps create a welcoming, high-quality, and well-coordinated experience for attorneys, staff, clients, candidates, and guests by managing event and meeting logistics, coordinating with internal service teams and external vendors, and responding to office-specific business needs. The Specialist also supports client service, marketing and business development events, recruiting, employee engagement, and other firm-sponsored initiatives that require strong organization, sound judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced, service-oriented environment. 

Job Responsibilities

• Serve as a primary point of contact for office meetings, events, hospitality requests, client-facing programs, and internal initiatives by confirming requirements, coordinating resources, resolving issues, and supporting successful execution. 

• Lead meeting, event, and hospitality logistics, including planning details, timelines, room setup, catering, technology needs, signage, visitor access, materials, communications, and day-of support. 

• Coordinate office-specific hospitality, client service, marketing and business development, recruiting, employee engagement, wellness, community, and other firm-sponsored activities based on local business needs. 

• Coordinate conference room and visitor office reservations using the firm’s scheduling systems to maximize space utilization, prevent conflicts, and ensure rooms are properly prepared. 

• Partner with Reception, Hospitality, Conference Services, IT, Facilities, Operations, Marketing, Recruiting, and other internal teams to ensure meetings, events, and visitor needs are handled efficiently and professionally. 

• Monitor meetings and events before and during execution to confirm setup, address service needs, respond to changes, and escalate issues appropriately. 

• Provide concierge-style support for visiting attorneys, clients, staff, candidates, and guests, including visitor offices, local hospitality arrangements, catering, transportation or arrival details, and related service needs. 

• Maintain effective working relationships with approved vendors, local hotels, restaurants, building contacts, transportation providers, and other service partners to support event planning, guest services, and client hospitality. 

• Review event-related invoices, expenses, chargebacks, and supporting documentation to ensure accuracy, proper coding, and timely processing. 

• Maintain event calendars, reservation records, office hospitality resources, space maps, vendor/contact lists, reports, and related planning materials; compile data and feedback to identify trends and recommend practical process improvements. 

• Support reception, hospitality, and operations coverage during business hours, meetings, events, absences, or peak periods to maintain service continuity. 

• Perform other related duties and support office-specific operational needs as assigned. 

 Knowledge, Skills and Abilities

• Knowledge of hospitality, meeting, event, and office services practices in a professional services, legal, corporate, or similarly high-service environment. 

• Strong client service orientation with the ability to deliver a professional, responsive, and well-coordinated experience for attorneys, staff, clients, candidates, visitors, and guests. 

• Strong organizational and prioritization skills, including the ability to manage multiple meetings, events, requests, deadlines, and service needs in a fast-paced office environment. 

• Ability to coordinate event and meeting logistics, including room setup, catering, technology needs, signage, visitor access, local hospitality arrangements, materials, and related communications. 

• Strong communication skills and the ability to work effectively with attorneys, staff, clients, candidates, internal service teams, external vendors, building contacts, local service providers, and other stakeholders. 

• Ability to anticipate needs, identify issues, adjust plans, and resolve routine service or logistical concerns to support successful meetings, events, and guest experiences. 

• Sound judgment and discretion, including the ability to handle confidential client, employee, visitor, event, and business-related information appropriately. 

• Proficiency with Microsoft Office applications and scheduling, visitor management, event management, audiovisual, and related office technology systems. 

• Ability to maintain accurate calendars, reservation records, event details, vendor information, invoices, expense documentation, usage reports, and other planning materials; track information, gather feedback, identify trends, and recommend practical process improvements. 

• Ability to remain organized, flexible, and service-focused when priorities change, issues arise, or events require support outside regular business hours. 

• Ability to move throughout the office, conference center, event spaces, and related areas and occasionally move or position event materials, supplies, signage, and small equipment. 

Education

The position requires an associate’s degree or equivalent. Equivalent experience may substitute for education. 

Experience

The position requires a minimum of five years of increasingly responsible, directly related experience during which the necessary knowledge, skills, and abilities were demonstrated. Direct experience in a law firm, professional services, corporate, hospitality, events, or high-service office environment preferred.