Office Hospitality Coordinator

Please Note: This role requires the ability to work onsite in the San Francisco Presidio Forum office 5 days per week.

The annual salary range for this role is $70,000 – $75,000 in San Francisco.

The World Economic Forum, committed to improving the state of the world, is the international organization for public-private cooperation. The Forum engages the foremost political, business, and other leaders of society to shape global, regional and industry agendas.

Why we are Recruiting

San Francisco’s Presidio Forum is the World Economic Forum’s West Coast hub for global and multi-stakeholder cooperation focused on developing policy frameworks and advancing collaborations. Home to staff from the Centre for the Fourth Industrial Revolution; Centre for Urban Transformation; Centre for Financial and Monetary Systems; and Centre for Nature and Climate, this role will act as the face for visitors and directly support the San Francisco team. The Presidio Forum campus occupies two buildings on Fort Scott in the Presidio National Park in San Francisco, which are used for office spaces, collaborative workspaces, and hosting partner and institutional event experiences. 

As part of the Operations team, the Coordinator, Hospitality is a multifunctional role that will be responsible for hospitality and facilities activities, which include office administration, day-to-day operations, facility logistics, vendor relations, and event support resulting in the overall experience of the Presidio Forum location. Aligning hospitality experiences and standards with national and global offices, this role shares responsibility for maintaining the seamless world-class standards of the World Economic Forum. 

Reporting Lines & Interactions

The Coordinator, Hospitality will report to the Office Operations Manager. Internally, this person will work with the San Francisco team as well as colleagues spanning the Forum’s global offices. Externally this person will interact with vendors, visitors, partners, and stakeholders supporting facilities, events, and office operations.

Main Responsibilities Breakdown:

Hospitality (30%)

• Facilitate guest hospitality, welcome visitors, and act as a host for Presidio Forum guests.
• Bring a hospitality-first approach to create the San Francisco workplace experience by coordinating food and beverage programs; maintaining hospitality inventories and supplies; and processing orders.
• Coordinate team activities and programs that enhance the workplace experience.
• Maintain office information, maps, and digital content.
• Assist in welcoming and onboarding new hires supporting the People & Culture team.
• Coordinate with security teams to ensure a seamless reception coverage experience.
• Monitor internal email distribution lists.
• Provide ad hoc hospitality and operational support, as needed.

Facilities (30%)

• Ensure general tidiness of meeting rooms, lobbies, kitchens, and dining areas.
• Set-up and breakdown office space environments for various use cases.
• Create and propose floor plans and customized facility scenarios, as requested.
• Oversee third-party deliveries and logistical room set-ups.
• Maintain facilities-based inventories and proactively recommend new purchases.
• Coordinate facilities vendors, deliveries, and ongoing service schedules.
• Support office maintenance and office equipment to ensure operational reliance.
• Ensure health and safety compliance is applied in all facilities-based operations.
• Distribute mail, deliveries, and shipments, as needed.
• Support Media & A/V teams, as needed to achieve expected use-cases within campus spaces.

Administration (20%)

• Create documents and PowerPoint presentations for internal and external purposes.
• Submit procurement requests.
• Track cost code expenditures and work within budget requirements
• Input transactions to expense tracking documents for accurate data capture and reporting. 
• Update and maintain vendor set-up portals contact databases.
• Work with external vendors, including contracting requirements, to avoid gaps in service.
• Maintain the centralized record keeping file system for San Francisco operations.
• Work with Presidio Trust by submitting work orders, tracking completion, and reconciling billing.

Event Support (20%)

• Proactively support management to produce Presidio Forum events, meetings, and convenings. Manage space set-up, execution, and breakdown of events.
• Coordinate logistics, operations, and external service providers to execute world-class events.
• Maintain an office events calendar including select global activities and Bay Area events.
• Capture event images and results and coordinate reporting via requested communication channels.
• Contribute to the development of event-based reference documents showcasing the capabilities of the Presidio Forum.
• Provide support for Presidio Forum offsite meetings and events, as requested.

Successful candidates will be assessed on

• Ensuring prompt and hospitality-based interactions for guests and staff interactions
• Ensuring a clean and professional office/facilities appearance for the Presidio Forum
• Ensuring streamlined and efficient administrative processes and operations
• Ensuring smooth operations and a world-class guest experience during events and visits

Preferred Requirements and Experience

• Bachelor’s Degree in hotel management, hospitality, travel/tourism, or related field
• 2+ years of hospitality, event planning, logistics, facilities and/or operations experience
• Excellent organizational and time management skills, with attention to detail
• Good oral and written communication skills in English
• Proficient knowledge in Microsoft Office Suite
• Experience working with Salesforce or CEP databases as plus
• Strong customer service orientation
• Actively troubleshoots and takes initiative working independently
• Proactive, resourceful, solutions-oriented, and results-oriented
• Ability to lift more than 25-50 pounds

Why work at the Forum:

The Forum believes that progress happens by bringing together people from all walks of life who have the drive and the influence to improve the state of the world by building awareness and cooperation, shaping mindsets and agendas, and driving collective action. Join us and become a driver for positive change!

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