Seattle Office Concierge Services & Special Events Manager

About the position

This is an exciting opportunity to work for one of the top law firms in the U.S.! Davis Wright Tremaine LLP is looking for a Seattle Office Concierge Services & Special Events Manager to join our team in our Seattle office. This is an essential position that will require five days in-office. This position is responsible for office event planning and management and overseeing the Reception and Concierge employees in the Seattle office, including supervising, scheduling, training, and overseeing their work associated with all office events. The Special Events & Concierge Services Manager reports directly to the Seattle Office Administrator. At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled. On a typical day you will: Reception & Concierge Services Management Provide daily supervision and oversight to all Reception and Concierge/hospitality staff, including hiring, feedback, goal setting, complaint resolution and termination. Plan, manage, execute and coordinate with Partner-In-Charge, Office Administrator and other key departments (Practice Management, Marketing, Information Technology (IT), etc.) on office and client internal events, including overseeing food/beverage orders, arranging building access for guests/vendors, coordinate/confirm IT requests with DWTAV, serve as advisor to event hosts on special procedures or restrictions with respect to use of conference space, etc. Analyze and evaluate concierge services workflows to improve efficiency and productivity; develop procedures, guidelines and policies, as well as training, for department staff, as well as general office support, to maintain high level of customer service. Revise office staff schedules to provide coverage when staffing issues arise. Work with and maintain positive relationships with office and firm-wide departments, vendors and other community contacts. Create and monitor budgets associated with the concierge team, review and process expenses related to office services functions, hospitality and events; evaluate and conduct yearly cost comparisons of vendor services. Assist in other matters and duties as assigned Event Planning & Management Plan and manage internal events for Seattle office (attorneys and staff) and clients when appropriate: Design new events to engage employees and enrich office culture; including planning and budgeting and properly communicating each event. Procure venue, food and beverages, audio-visual services, entertainment, décor and other services as needed. Prepare/distribute invitation and manage attendance list. Maintain an extensive knowledge of Seattle area restaurants, hotels and venues; cultivate and maintain relationships with vendors; prepare for and direct event set-up and manage event break-down. Track firm wide events for scheduling purposes of all Seattle events and work closely with other teams to partner with as appropriate for events. Keep accurate records of attendance and expenses for estimations and budget forecasting. Negotiate and manage vendor contracts. Create budgets and analyze cost projections for all events; internal and external, execute event adhering to budget projections. Review invoices for accuracy and ensure timely payment. Partner with Office PIC and Office Administrator to plan and manage Seattle Partner, Counsel, Associate and Staff meetings and events. Attend events as required, often outside of regular work hours; maintain a flexible schedule to attend to last-minute requests and plan short notice events. Team with others in the firm to support office events as needed.

Responsibilities

• Provide daily supervision and oversight to all Reception and Concierge/hospitality staff, including hiring, feedback, goal setting, complaint resolution and termination.
• Plan, manage, execute and coordinate with Partner-In-Charge, Office Administrator and other key departments on office and client internal events.
• Oversee food/beverage orders, arrange building access for guests/vendors, and coordinate/confirm IT requests.
• Serve as advisor to event hosts on special procedures or restrictions with respect to use of conference space.
• Analyze and evaluate concierge services workflows to improve efficiency and productivity.
• Develop procedures, guidelines and policies, as well as training, for department staff to maintain high level of customer service.
• Revise office staff schedules to provide coverage when staffing issues arise.
• Work with and maintain positive relationships with office and firm-wide departments, vendors and other community contacts.
• Create and monitor budgets associated with the concierge team, review and process expenses related to office services functions, hospitality and events.
• Plan and manage internal events for Seattle office and clients when appropriate.
• Design new events to engage employees and enrich office culture, including planning and budgeting.
• Procure venue, food and beverages, audio-visual services, entertainment, décor and other services as needed.
• Prepare/distribute invitation and manage attendance list.
• Maintain an extensive knowledge of Seattle area restaurants, hotels and venues; cultivate and maintain relationships with vendors.
• Track firm wide events for scheduling purposes of all Seattle events and work closely with other teams to partner with as appropriate for events.
• Keep accurate records of attendance and expenses for estimations and budget forecasting.
• Negotiate and manage vendor contracts.
• Create budgets and analyze cost projections for all events; execute event adhering to budget projections.
• Review invoices for accuracy and ensure timely payment.
• Partner with Office PIC and Office Administrator to plan and manage Seattle Partner, Counsel, Associate and Staff meetings and events.
• Attend events as required, often outside of regular work hours; maintain a flexible schedule to attend to last-minute requests and plan short notice events.

Requirements

• 2+ years' experience in event planning and/or support/office services.
• 5+ years' experience in a supervisory or management position.
• Solutions oriented, customer service and team focused attitude.
• Ability to organize assignments; work under pressure and meet deadlines.
• Strong interpersonal and communication skills; ability to handle stressful situations in a calm, composed manner.
• High attention to detail with the ability to prioritize, organize, adapt to change and problem solve.
• Maintain an extensive knowledge of Seattle area restaurants, hotels and venues.
• Previous experience with budget oversight and expense control.
• Proven experience managing large events, including team collaboration.
• Strong computer skills with a knowledge of Microsoft Outlook, Word and Excel; knowledge of all MS Office products strongly preferred.
• Ability to speak, read and write English.

Benefits

• Choice of health and vision insurance plans
• 2 paid volunteer days for qualifying community service work
• Dental plan
• Fertility and adoption benefit
• Paid sabbatical after 13 years of service
• Tuition reimbursement
• Commuter benefits
• Retirement contribution
• Bonus eligibility for full-time employees
• Health insurance with optional HSA
• Long term disability
• Vision care
• Telemedicine and virtual short term solution based counseling services
• Life insurance
• Healthcare and Dependent Care Flexible Spending Accounts
• Subsidized backup care and caregiving resources
• Vacation and sick time
• 11 paid holidays each year
• Employee assistance program
• Voluntary accident insurance
• Voluntary life
• Voluntary disability
• Voluntary long term care
• Pet insurance
• Commuter and Transit programs