Coordinator, Hospitality

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

The World Economic Forum is the host to many global and regional events and meetings. As part of the Operations team, the Coordinator, Hospitality is a multifunctional role that will be responsible for hospitality and facilities activities, which include supporting events, administration, and day-to-day operations that result in the overall experience for the Presidio Forum location. Aligning hospitality experiences and standards between the US office’s, this role acts as a face for the San Francisco team and shares responsibility for maintaining the seamless world-class experience 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:

Event Production

• 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 Form.
• Provide support for Presidio Forum offsite meetings and events, as requested.

Hospitality

• Bring a hospitality-first approach to create the San Francisco workplace experience by coordinating food and beverage programs and inventorying supplies and by processing orders, leading to effective office operations.
• Facilitate guest hospitality and welcome visitors.
• Coordinate facilities vendors, deliveries, and ongoing service schedules.
• Support office maintenance to maintain office equipment and ensure operational reliance.
• Ensure health and safety compliance is applied in all facilities-based operations.
• Maintain general tidiness of meeting rooms, lobbies, kitchens, and dining areas.
• Implement team activities and programs that enhance the workplace experience.
• Assist in welcoming and onboarding new hires supporting the People & Culture team.
• Coordinate with security teams to ensure continual reception desk coverage.
• Monitor internal email distribution lists.
• Distribute mail, deliveries, and shipments, as needed.
• Provide ad hoc hospitality and operational support, as needed.

Administration

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

The successful candidate will be assessed on

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

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 database 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

Vaccination requirement

The Forum requires that employees be fully vaccinated with at least one booster against COVID-19 by their first day of employment. The Forum will evaluate all requests for accommodation/exemption from this policy in keeping with federal, state, and local law.

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!