Operations and Guest Services Coordinator

The Operations & Guest Services Coordinator (“the Coordinator”) is responsible for day-to-day oversight of operations in the Washington, DC office including facilities management (e.g. building maintenance, moves, and cleaning), hospitality (e.g. conference services, reception), food services and catering, office services (including mail, copy, fax and print), procurement (office supplies) and vendor management.  As the backbone of workflow and process optimization in the DC office, you’ll have the opportunity to work closely with the office Partner’s in Charge and the associate Director of Office Operations, assisting them in executing an ambitious strategic plan that drives greater operational efficacy. Direct reports include the onsite 3rd party office services vendor.   

As a critical member of the DC office, this role requires a dedicated on-site presence Monday through Friday (8:30am-5:00pm or 9:00am-5:30pm). Candidates must be available and willing to work overtime hours when necessary to meet the demands of the position.   

Responsibilities 

Operations 

• Plan, monitor and analyze key metrics for the day-to-day performance of office operations to ensure efficient and timely completion of tasks; proactively troubleshoot on-site facilities issues, and make recommendations for process improvements where appropriate  
• Direct oversight of DC office “hoteling program” and local administrative ownership of the Rendezvous booking system. 
• In coordination with the Associate Director of Office Operations, effectively manage vendor relationships, including monitoring delivery of service level agreements and review of invoices. 

Facilities & Space Management 

• Develop and ensure execution of standards related to facility & space management in the Washington, DC office, including maintenance of all firm properties and other physical assets.   
• In collaboration with Operations and IT leadership, ensure physical security of the Washington, DC office; create, distribution, and terminate badge access for employees. 
• Maintain agreements and schedules for all preventative maintenance and facilities related tasks. 
• With approval from the Partner’s in Charge and Director of Operations, execute the assignment of offices/workspaces, purchasing and the movement of general office furniture and other items in personal offices and work areas as needed. 
• Coordinate safety training including CPR, Fire Marshall, etc. 

Meeting, Event, & Reception Services 

• Serve as the main point of contact for various on-site events and meetings; develop and ensure execution of procedures and processes for meeting, event, and reception services in the Washington, DC office. 
• Work with various stakeholders on planning events, attorney meetings, client meetings, and business services meeting; as needed attend or be on standby for events 
• In collaboration with IT, oversee conference room management system and resolve conflicts in regard to use of conference rooms. 

Office Culture  

• Foster collaborative working relationships, establishing open communication channels in Washington, DC and with colleagues in other offices. 
• Oversee and coordinate office level functions/celebrations to promote a cohesive and inclusive office culture. 

Qualifications  

• At least two years of progressively responsible professional experience; prior experience in legal or other professional services organizations a plus. 
• Hands-on experience overseeing all aspects of office operations including facilities management, office services (mail, copy, print, fax), food, conference and reception services as well as purchasing/office supplies. 
• Hands-on team member who prioritizes client service.  
• Diplomacy and proven ability to navigate competing agendas or priorities  
• Sound judgement and business acumen 
• Proven ability to develop and maintain positive and effective relationships with external and internal stakeholders including vendors, building management, partners, lawyers, clients and colleagues at all levels, departments and offices. 
• Proficient with MS Office (Word, Excel, Outlook and PowerPoint). 
• An appreciation for Foley Hoag’s core values of excellence, service ethic, collegiality, and inclusivity. 

Compensation range is $63,000 to $79,000 commensurate with related experience and qualification. The salary of the candidate selected for this role will be set based on a variety of factors, including but not limited to internal equity, experience, specialty, and training. The above salary range (or hiring range) represents the firm's reasonable estimate of the range of possible compensation at the time of posting.  

Terms and Conditions | By submitting this application, I acknowledge receipt of and agree to the terms of Foley Hoag's Privacy Statement. I certify that answers given herein are true and complete to the best of my knowledge. In the event of employment, I understand that false or misleading information given in my application constitutes grounds for immediate termination. I hereby authorize Foley Hoag LLP to investigate the information on this application, my references, work record, education and other matters related to my suitability for employment. Furthermore, I understand that just as I am free to resign at any time, Foley Hoag LLP reserves the right to terminate my employment at any time and for any reason. I understand that no representative of Foley Hoag LLP has the authority to make assurances to the contrary. Foley Hoag LLP uses Greenhouse as a platform for our recruiting and hiring activities. Greenhouse may collect and use personal data that I provide, after anonymizing the data, to train their AI large language models. By applying to Foley Hoag LLP, I consent to Greenhouse’s use of my data in this manner. 

Accessibility | Foley Hoag is committed to affording equal access to job opportunities to qualified applicants with disabilities. Individuals with a disability who require accommodation or assistance in the job application process for a posted position may contact BusinessServicesRecruiting@foleyhoag.com. This information will be treated as confidential and used only for the purpose of determining an appropriate accommodation for the interview process. 

Foley Hoag LLP is an equal opportunity employer. This means that Foley Hoag LLP considers applicants for employment, and makes employment decisions without unlawful regard to sex, race, color, religion, citizenship, national origin, ancestry, sexual orientation, gender identity, age, marital or domestic partner/civil union status, military service, or veteran status, disability, and any other characteristic covered by applicable federal, state or local nondiscrimination laws.  

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. 

We do not pay search firm or agency fees when speculative and unsolicited candidate profiles are submitted. Please be advised that at this time we are not considering new agreements with search firms/agencies not currently on our preferred supplier list for Business Services Professionals recruitment.