Guest Services Representative Jobs

JOB SUMMARY:

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.

ESSENTIAL FUNCTIONS:

• Coordinate immediate assistance to meetings in progress in relation to catering, technology, room or setup needs.
• Respond to walk-up requests by providing first in class support to internal and external clients.
• Uphold all Conference Services policies, procedures and high standards for quality service.
• Collaborate with facilities team on property removal passes, maintenance requests, vendor access needs, overtime HVAC, after-hours office access and activity.
• Arrange car service reservations and/or voucher distribution for visitors and clients.
• Foster a welcoming and professional environment by promptly greeting and appropriately directing all clients and visitors upon their arrival.
• Create new and/or edit existing room reservations in scheduling software (EMS).
• 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.
• Maintain well stocked and orderly appearance of conference rooms, reception area and visitor offices, as needed.
• Perform other work related duties as assigned by the Office Administrator.
• 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.

ADDITIONAL RESPONSIBILITIES

• Highly developed customer service skills.
• A high school diploma or the equivalent with a minimum of three years of related work experience.
• Strong verbal and written communication skills.
• Hotel or law firm experience preferred.
• Proficiency in MS Office (reservation software experience a plus.)

ESSENTIAL CAPABILITIES

Must demonstrate the ability to:

• Provide first class customer service, focusing on detail-orientation and quality assurance.
• Maintain strict confidentiality of the firm's internal and personnel affairs.

• Interact effectively and professionally with all levels of personnel.
• Work effectively in a culturally and educationally diverse environment.
• Be flexible and maintain a professional manner in all situations.
• Be reliable and punctual.
• Follow up and follow through on all assigned tasks.
• Work in a multi-office environment.
• Maintain composure under pressure and handle several matters concurrently.
• Be available for overtime.
• Plan, organize and carry out multiple related activities with limited supervision.

WORKING CONDITIONS:
Normal office environment and schedule.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

SF Comprehensive Total Rewards Package

Ropes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture. The anticipated pay range for this role is $49,500 - $62,000, which represents our good faith and reasonable estimate of the starting salary range at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance. The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including qualifications and experience, geographic location, education, external market data and consideration of internal equity.