Guest Services Representative - TEMP

Ropes & Gray•San Francisco, CA

13d•Onsite

About The Position

The Guest Services Representative serves as the welcoming face of Ropes & Gray, greeting and directing clients and visitors, answering the main telephone line, and arranging immediate assistance for meetings in progress. The role extends beyond traditional reception duties to include coordinating Conference Center operations at the firm’s San Francisco office. It is suited to a customer-service-oriented person who can make a strong first impression and present themselves in a polished, professional manner. The role requires on-site presence. The representative works with the Conference Services team, facilities, and office personnel to support visitors, meetings, conference rooms, and related office activities. The position may also involve overtime and work across multiple offices.

Requirements

High school diploma or equivalent.
At least three years of related work experience.
Proficiency in MS Office.
Highly developed customer-service skills.
Strong verbal and written communication skills.
Maintain strict confidentiality of the firm's internal and personnel affairs.
Provide high-quality customer service with attention to detail and quality assurance.
Interact effectively and professionally with personnel at all levels.
Maintain composure under pressure and handle several matters concurrently.
Plan, organize, and carry out multiple related activities with limited supervision.
Work effectively in a culturally and educationally diverse environment.
Follow up and follow through on assigned tasks.
Be flexible and maintain a professional manner in all situations.
Be reliable and punctual.
Be available for overtime.
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 specified procedures when responding to inquiries and providing information about the firm.
Greet and direct clients and visitors promptly and appropriately.
Register external visitors in the building security site when requested, monitor visitor access, and obtain approval for access when needed.
Respond to walk-up requests at the Conference Center desk and provide support to internal and external clients.
Coordinate immediate assistance for meetings in progress, including catering, technology, room, and setup needs.
Create or edit room reservations using scheduling software (EMS).
Arrange car service reservations and distribute vouchers for visitors and clients.
Keep conference rooms, the reception area, and visitor offices stocked and orderly as needed.
Coordinate with the facilities team regarding property removal passes, maintenance requests, vendor access, overtime HVAC, after-hours office access, and activity.
Uphold Conference Services policies, procedures, and service-quality standards.
Perform other related duties as assigned by the Conference Services Manager/Supervisor and Office Administrator.