Guest Services Representative - TEMP
About The Position
The Guest Services Representative serves as the face of Ropes & Gray’s San Francisco office, greeting and directing clients and visitors, answering the main telephone line, and arranging immediate support for meetings in progress. The role extends beyond a traditional receptionist position to include coordinating Conference Center operations. It calls for a polished, professional, customer-service-oriented individual who can make a strong first impression. The position requires on-site presence and includes coordinating room reservations, visitor access, car services, conference room readiness, and facilities-related requests. The representative is expected to maintain confidentiality, provide high-quality service, manage multiple matters under pressure, and work effectively with people across a diverse, multi-office environment.
Requirements
- High school diploma or equivalent.
- At least three years of related work experience.
- Proficiency in Microsoft Office.
- Highly developed customer service skills.
- Strong verbal and written communication skills.
- Ability to maintain strict confidentiality regarding the firm’s internal and personnel affairs.
- Ability to provide detail-oriented, quality-focused customer service.
- Ability to interact effectively and professionally with personnel at all levels.
- Ability to remain composed under pressure and handle several matters concurrently.
- Ability to plan, organize, and carry out multiple related activities with limited supervision.
- Ability to work effectively in a culturally and educationally diverse environment.
- Ability to follow up and follow through on assigned tasks.
- Flexibility and professionalism in all situations.
- Reliability and punctuality.
- Availability for overtime.
- Ability to work in a multi-office environment.
Nice To Haves
- Hotel or law firm experience.
- Experience with reservation software.
Responsibilities
- Promptly and professionally answer the main telephone switchboard and route calls efficiently.
- Follow procedures when responding to inquiries and providing information about the firm.
- Greet and appropriately direct clients and visitors upon arrival.
- Register external visitors in the building security site when requested, monitor visitor access, and obtain approval when needed.
- Respond to walk-up requests at the Conference Center desk and support internal and external clients.
- Coordinate immediate assistance for meetings, including catering, technology, room, and setup needs.
- Create or edit room reservations using EMS scheduling software.
- Arrange car service reservations and distribute vouchers for visitors and clients.
- Keep conference rooms, the reception area, and visitor offices well stocked and orderly as needed.
- Coordinate with the facilities team on property removal passes, maintenance requests, vendor access, overtime HVAC, after-hours office access, and activity.
- Uphold Conference Services policies, procedures, and service standards.
- Perform other work-related duties assigned by the Conference Services Manager or Supervisor and Office Administrator.
Benefits
- Comprehensive health and well-being benefits.
- Personal and professional development opportunities.
- Career growth opportunities.
- Collegial and supportive culture.
- Eligibility for a discretionary performance-based bonus.
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What This Job Offers
Career Level
Entry Level
Education Level
High school or GED
