Guest Services Representative - TEMP

Ropes & Gray•Chicago, IL

6d•Hybrid

About The Position

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 Chicago 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.

Requirements

A high school diploma or the equivalent with a minimum of three years of related work experience.
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.

Nice To Haves

Hotel or law firm experience preferred.

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.