San Francisco Guest Services Representative
About The Position
Cooley is seeking a Guest Services Representative to join the San Francisco office. The Guest Services Representative position plays a critical role with a focus on establishing effective work relationships with clients, attorneys, business professionals and providing exceptional customer service to all clients, guests and employees. Meeting assistance may include making arrangements with food services vendors, and coordinating with Operations, Guest Services and other departments to ensure that all requests for space, catering and AV/IS equipment are managed well and services are provided seamlessly. This role will also perform various and other routine administrative duties.
Requirements
- After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
- Available to work overtime, as required
- Familiarity with making international and long-distance calls to enable the receptionist to assist clients, guests or firm personnel
- Prior customer service or receptionist experience
Nice To Haves
- College degree
- Prior concierge experience
- Previous law firm experience
Responsibilities
- Answer the telephone and take complete and accurate messages for attorneys/staff/clients or direct caller to voice mail, when appropriate
- Greet, announce and log in all visitors. Collect information to register visitors, input information and send email confirmations
- Schedule visiting offices and coordinate with Guest Services Manager to assign administrative support, when needed
- Responsible for Daily visitor list
- Maintain a secure environment at reception area and floor entrances, ensuring that clients or guests, including former employees, do not enter our space without approval
- Maintain Meeting Room Manager Scheduling (EMS) for conference rooms. Work closely with the Guest Services Manager and Information Services (IS) teams to ensure meetings run smoothly.
- Respond promptly to conference room requests or questions, providing excellent customer service when resolving issues
- Direct people with a positive attitude
- Be aware of firm personnel coming and going. Create, propose, and utilize systems to carry out this task in an efficient manner.
- Inform relief receptionist of lawyer and staff whereabouts during the day
- Direct inquiries from clients, guests and employees who reach out to Facilities, and Guest Services team, where applicable
- Call for taxis as needed and issue taxi vouchers. Maintain taxi record log
- Greet and record/log visiting attorneys and personnel from other Cooley offices and inform IS and Office Services staff of visitors
- Knowledgeable of all personnel and departments in the office. Utilize appropriate resources to provide information regarding personnel and departments in other offices of the firm
- Where applicable, work with Guest Services Manager for resolution when schedule conflicts arise
- All other duties as assigned
Benefits
- medical
- health savings account (with applicable medical plan)
- dental
- vision
- health and/or dependent care flexible spending accounts
- pre-tax commuter benefits
- life insurance
- AD&D
- long-term care coverage
- backup care for children and/or adults
- other parental support benefits
- firm-paid life insurance
- AD&D
- LTD
- short term medical benefits
- 20 days of Paid Time Off (“PTO”)
- 10 paid holidays each year
- generous parental leave
- fertility benefits
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
