Hospitality Coordinator

HOSPITALITY COORDINATOR

JOB DESCRIPTION

Company Background

Founded in 1993, DivcoWest is a multi-disciplinary real estate investment firm headquartered in San Francisco, with offices in Los Angeles, Menlo Park, Cambridge, Washington DC, Austin, and New York City. Known for our long-standing relationships and track record of success in innovation markets, DivcoWest combines entrepreneurial spirit with an institutional approach.

DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance the health, happiness, and well-being of all people. A disciplined code of ethics is at the core of all that we do. We believe that the collective energy of a diverse team is what drives our creative ideas and solutions.

Summary

As the Hospitality Coordinator, this role will be pivotal in maintaining the smooth operation of DivcoWest and LoanCore’s Beverley Hills office. Serving as a vital team member, this position will foster a cohesive culture and brand identity across all the Firm’s offices. Collaborating closely with the onsite Executive Assistant, Property Manager, and other Firm Hospitality Coordinators, the Hospitality Coordinator will ensure consistent office management and deliver exceptional experiences for onsite events and meetings.

Responsibilities include overseeing office management duties, such as ensuring access to the building for visitors, welcoming guests, providing on-site support for staff and visitors, and managing supplies. With a focus on being the initial point of contact and the office gatekeeper, a flexible positive demeanor and meticulous attention to detail are crucial for success.

This role requires 5 days in office at our Beverley Hills, Los Angeles office location.

Interested candidates should send their resumes to [email protected].

Responsibilities

Reception

Welcome visitors in a professional manner by answering the door and greeting them, in person or on the telephone; answering or referring inquiries

Maintains security and telecommunications systems and documents (including management of apps for security, lighting, music, etc.)

Notify company personnel of visitor arrival

Maintain a safe and clean reception area by complying with procedures, rules, and regulations

Show visitors into the conference room and offer coffee, water, and soda.

Point person for routing incoming calls, maintenance, mailing, shipping, bills and errands

Office Management

Lead office operations and procedures

Manage relationships with vendors, service providers, property management team

Work directly with office asset and property managers to ensure office orders, events, and supplies are within the office budget

In coordination with other DivcoWest hospitality coordinators, create and manage a catalog of vendors for office needs such as printing, food, and flowers

Maintain office supplies in the kitchen/file room cabinets and order office supplies on a frequent cadence

Ensure cleanliness of open areas and hold team members accountable for ensuring protocols are followed

Help with event planning, including but not limited to volunteer activities, summer party, holiday party, etc.

Administration

Oversee administrative duties for team members as needed including, but not limited to, expense reporting, sorting office mail, local pick-ups/deliveries, calendar management, and travel coordination

Maintain employee and department directories in coordination with Human Resources

Prepare conference rooms for meetings and events

Assist with setting up and coordinating office/ desk space for new hires

Partner with IT and HR for implementing policies and procedures and providing support

Prepare and provide memos, notes, presentations, and schedules as needed

Qualifications

Bachelor’s degree preferred; Hospitality, Business Administration, or a comparable work experience, is a plus

Passion for hospitality and customer service

Ideal candidate has a flexible attitude and is comfortable adapting quickly to any changes in their schedule and responds with positivity

Strong interpersonal skills

Able to interact with key stakeholders within and outside of the organization both written and verbally

Self-starter with the ability to take charge and operate with a sense of urgency

Ability to manage time, prioritize workload, and communicate updates to their direct supervisor

Eye for design is a plus

Extraordinary attention to detail and strong organizational skills

Collaborative by nature and excited to work as part of a larger team

Ability to act as the emergency contact for after-hours office matters

Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint)

Comfortable with technology and able to learn new systems quickly

Must be able to lift or move items of at least 40lbs and to sit or stand for long periods of time.

Compensation

$31.25-$36.06 per hour

Annual bonus opportunity

Full benefits

401k

Divco West Services, LLC (“Company”), an equal opportunity employer, is committed to equal opportunity for all employees and applicants. The Company recruits, hires, trains, promotes, pays, and administers all personnel actions without regard to race, color, religion, sex (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), sex stereotyping (including assumptions about a person’s appearance or behavior, gender roles, gender expression, or gender identity), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law. We interpret these protected statuses broadly to include both the actual status and also any perceptions and assumptions made regarding these statuses. Please review our company Privacy Policy regarding the use of any personal information you provide us at: https://www.divcowest.com/privacy-policy/

This policy applies to all areas of employment, including recruitment, testing, screening, hiring, selection for training, upgrading, transfer, demotion, layoff, discipline, termination, compensation, benefits, and all other privileges, terms, and conditions of employment. This policy and the law prohibit employment discrimination against any employee or applicant on the basis of any legally protected status outlined above.