Location: Washington, DC
Schedule: 9:00 AM to 5:30 PM, Mon-Fri, unless otherwise approved; additional hours as required to fulfill responsibilities. 
FLSA: Exempt
Position Type: Full-Time/Regular

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking a Conference & Guest Services Manager in our Administrative Management department, reporting directly to Regional Office Administrator.  

The position will reside in the Washington, DC office and will be responsible for overseeing the day-to-day activities of the Conference Room Services and Guest Services Departments.  The Conference & Guest Services Manager is expected to serve as a positive role model and mentor, and to perform all responsibilities with a commitment to providing superior service to the firm’s attorneys, advisors and staff, efficient and effective departmental operations, and an atmosphere of teamwork and continuous improvement.

The role will serve as a central point of operational excellence for the Conference and Guest Services Departments in the DC and PH offices liaising closely with the Regional Office Administrator and other business services staff to ensure collaboration on firm-wide initiatives and compliance with firm goals, protocols, policies and procedures.  As the key-stakeholder for the DC and PH offices front of house experience, this role will ensure excellence in client service, an inviting workplace experience with a focus on efficient and effective management of the firm’s front of house operations.

The Conference & Guest Services Manager is expected to demonstrate ownership of assigned projects and to proactively review local office compliance with best practices. The manager is also expected to serve as a positive model and lead by example.  Above all, the manager must fulfill the needs of the Firm and offices in a manner which is consistent with the Firm’s Core Values.

Key responsibilities of this position include:

• Oversee all day-to-day activities in the Conference Center, including coffee hub and café amenities and maintenance; execution of meetings and events; staff scheduling; along with management, training and development for all conference services team members.  
• Ensure team members provide best in class service and compliance with all firm protocols and procedures.
• Ensure standard operating procedures are maintained and updated regularly and local needs for a unique experience are met and balanced against firm-wide expectations and standards.
• Ensure team members are working efficiently and effectively to support all needs and that staffing ratios are appropriate and efficient.
• Execute on full service internal event management services to include conceptualizing, planning, and executing events by managing all aspects to include budget, logistics, vendor relations, food and beverage, contract negotiations, décor, rental equipment, and on-site operations. 
• Oversee operational issues as they arise and ensure that such issues are resolved appropriately and effectively.
• Oversee online conference room scheduling system along with the Conference Room Scheduler and Guest Services staff to ensure proper meeting placement and make adjustments as necessary.
• Oversee daily workflow for both departments, ensuring quality of work and timely completion of assignments during regular business hours and on an overtime and non-business hours basis, as needed. 
• Provide coaching and direction to the team on standards of excellence, best practices in the food service industry, inventory control systems, departmental maintenance, food safety and best in class hospitality experiences all in compliance with firm standards and protocols.
• Implement standards of excellence and customer service and provide staff with an understanding of future expectations and initiate changes needed to meet them.
• Facilitate communication within the department and liaise with other departments within the Firm such as Information Technology, Marketing, Recruiting, Secretaries, Facilities and the Office Administrator as needed. Including event support to Marketing and Recruiting when needed.
•  May be asked to provide event planning support to Partners and other firm-wide, high-level functions (i.e. new partner orientation dinner, retirement parties, holiday parties at Partners’ homes, etc.)
• Manage maintenance contracts for coffee hub and café amenity equipment ensuring compliance with firm contract standards and review by General Counsel’s office when necessary.
• Ensure sense of fun and style with internal events.  
• Ensure variety in food vendors and awareness of dietary restrictions and allergies are accounted for in all food set ups.
•  Promote a white glove experience for visitors from other Akin offices.
• Manage holiday decorations for the offices.

Financial Oversight:

• Manage contractual relationships with vendors who provide goods and services to the office(s) in compliance with firm standards.  This includes initiating RFP’s and negotiation contracts with vendors following firm guideline, with Office Administrator.  
• Ensure timely payment and proper coding of all invoices.
•  Execute on meetings and events with an eye towards budget and effective use of resources.

Technology Oversight:

• Owner of all technology platforms needed to support effective service delivery.  Partner with the Senior Director of Operations-U.S. and the Information Technology department to support the firm’s overall technology program, ensure best in class technology 
  to meet needs and adherence to firm policies.
• Support the development of training programs for front of house business services staff, and other users for new technology implementations to ensure that such firm programs are rolled out appropriately within the office(s).
• Primary contact for DC for the Eptura Flex Reservation program ensuring appropriate reporting is issued and reservations are accurate.

Human Resources Oversight:

• Maintain a professional manner at all times, contributing to the constructive resolution of conflicts within workgroups and as workgroups relate to others in the office or firm.      
• Promote teamwork within the departments.
• In conjunction with the Regional Office Administrator, oversee department personnel and monitor attendance and performance issues. Mentor assigned staff while implementing standards of excellence and customer service. Approve department timecards and leave requests for Conference Services and Guest Services staff.
• In conjunction with the Office Administrator, ensure departmental compliance with office and firm policies and legal obligations.
• Work with HR regarding approval of new hires, employee relation issues, and any needed terminations of employment.
• Notify the Office Administrator of employee or other issues and suggest solutions.

Qualifications (Experience, Knowledge, Skills & Abilities):

• Bachelor’s degree required; an advanced degree and/or significant work experience in the legal, professional services or hospitality industry is an asset
• Extensive knowledge of office procedures related to conference, catering and event planning services
• Thorough knowledge of MS Office applications including Word, Outlook, Excel and PowerPoint
• Thorough knowledge of conference room booking platforms such as EMS, Condeco or other
• Excellent interpersonal skills required including strong oral and written communication skills, and the ability to communicate potentially detailed and complex information to others
• Aptitude and willingness to work with complex procedures
• Strong organizational skills and attention to detail
• Significant managerial and/or oversight experience in a fast-paced, changing environment essential
• Ability to manage multiple priorities and adjust to changing priorities in a professional manner
• Ability to work independently and with a team 
• Ability to establish effective working relationships within the organization, and with clients, vendors and others outside the firm
•  Excellent judgment and common sense
• Strong commitment to customer service
• Self-starter who is collaborative-oriented and a team player
• Willingness and ability to assume new tasks and responsibilities
• Commitment to maintain confidentiality of employee, office, firm and client information and adhering to the Firm’s Core Values
• Commitment to professional growth and development

The anticipated base salary range for this position in Washington, DC is $105,000 to $140,000.  The actual salary offered will be based on several factors, including, but not limited to, relevant education, qualifications, years of relevant experience, certifications or other professional licenses held, job-related knowledge and skills, business needs, and the location from which the work will be performed.  Additionally, salary or hourly wages may be only part of the total compensation package, which may also include a full range of health and other insurance benefits, financial and/or other benefits (including 401(k) eligibility), a discretionary bonus, and various paid time off benefits.  Additional information about benefits and rewards can be found here. 

Akin Gump Strauss Hauer & Feld LLP participates in E-Verify for purposes of verifying employment eligibility.
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