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About the Role
Acting as the face of a global law firm, the Guest Services Representative is responsible for greeting and directing all clients and visitors, while attending to the main telephone line and organizing immediate assistance to meetings in progress. This position expands upon the traditional receptionist role, including the responsibility of coordinating Conference Center operations of our San Francisco office. It is ideal for a customer service orientated individual who has the ability to make a great first impression and present themselves in a polished and professional manner.
Responsibilities
- Promptly and professionally answer main telephone switchboard and ensure calls are routed expediently.
- Follow specified procedures to handle inquiries when providing information related to the firm.
- Foster a welcoming and professional environment by promptly greeting and appropriately directing all clients and visitors upon their arrival.
- Register external visitors upon request in building security site. Monitor visitor access and gain approval for access when needed to assist in ensuring a secure environment.
- Respond to walk-up requests at the Conference Center desk by providing first in class support to internal and external clients.
- Coordinate immediate assistance to meetings in progress in relation to catering, technology, room or setup needs.
- Create new and/or edit existing room reservations in scheduling software (EMS).
- Arrange car service reservations and/or voucher distribution for visitors and clients.
- Maintain well stocked and orderly appearance of conference rooms, reception area and visitor offices, as needed.
- Collaborate with facilities team on property removal passes, maintenance requests, vendor access needs, overtime HVAC, after-hours office access and activity.
- Uphold all Conference Services policies, procedures and high standards for quality service.
- Perform other work related duties as assigned by the Conference Services Manager/Supervisor and Office Administrator.
Requirements
- A high school diploma or the equivalent with a minimum of three years of related work experience.
- Hotel or law firm experience preferred.
- Proficiency in MS Office (reservation software experience a plus.)
- Highly developed customer service skills.
- Strong verbal and written communication skills.
- Must demonstrate the ability to maintain strict confidentiality of the firm's internal and personnel affairs.
- Must demonstrate the ability to provide first class customer service, focusing on detail-orientation and quality assurance.
- Must demonstrate the ability to interact effectively and professionally with all levels of personnel.
- Must demonstrate the ability to maintain composure under pressure and handle several matters concurrently.
- Must demonstrate the ability to plan, organize and carry out multiple related activities with limited supervision.
- Must demonstrate the ability to work effectively in a culturally and educationally diverse environment.
- Must demonstrate the ability to follow up and follow through on all assigned tasks.
- Must demonstrate the ability to be flexible and maintain a professional manner in all situations.
- Must demonstrate the ability to be reliable and punctual.
- Must demonstrate the ability to be available for overtime.
- Must demonstrate the ability to work in a multi-office environment.
Skills
- MS Office
- Reservation software
- Customer service
- Verbal communication
- Written communication
Location
- San Francisco, CA
Work Type
- On-site
Experience Level
- Minimum of three years of related work experience
Education Level
- High school diploma or equivalent
Salary/Compensations
- $35.71 per hour
Benefits
- Comprehensive health and well-being benefits
- Personal and professional development
- Career growth opportunities
- Collegial and supportive culture
- Discretionary bonus based on performance
About the Company
- Ropes & Gray is a preeminent global law firm.
- The firm has been ranked in the top three on The American Lawyer's prestigious A-List for eight consecutive years and #1 on Law.com's UK A-List twice in the past three years - rankings that honor the "best of the best" law firms.
- The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, Milan, New York, Paris, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo and Washington, D.C.
- The firm has consistently been recognized for its leading practices in many areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.
Equal Opportunity
- Ropes & Gray is an equal opportunity employer.