Guest Services Specialist

Akin Gump Strauss Hauer & Feld LLP•Swanzey, NH

13d•$65,000 - $75,000•Onsite

About The Position

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking a Guest Services Specialist to support the San Francisco office, reporting to the Office Administrator. The role will reside in the San Francisco office and will be responsible for providing a wide range of administrative support to the entire office, including managing the reception area, kitchen, pantry, and the front of house conference rooms. The Guest Services Specialist is expected to represent the firm in a polite and professional manner, and to perform all responsibilities with a commitment to providing superior service to the firm’s attorneys, advisors, staff, and clients, while maintaining an atmosphere of teamwork and continuous improvement. Above all, the Guest Services Specialist must fulfill the needs of the firm in a manner that is consistent with the Firm’s Core Values.

Requirements

High School Diploma or equivalent.
Excellent articulate telephone manner plus very strong oral and written communication skills.
Thorough knowledge of office procedures for conference room scheduling and food service ordering.
Strong service orientation and interpersonal skills
Ability to handle difficult situations with discretion, tact, and diplomacy.
Familiarity with office and firm personnel.
Familiarity with office space (location of specific departments, offices, conference rooms, etc.).
Ability to operate office equipment and technology, including telephone, local intercom, computers, copiers and postage machine.
Ability to read, comprehend, and follow instructions.
Ability to respond to changing priorities.
Ability to prioritize many tasks simultaneously and seek assistance when necessary.
Ability to perform clerical tasks quickly and with a high degree of accuracy.
Ability to work with a wide range of people in a team setting.
Ability to establish effective working relationships with clients, vendors, and others outside the firm.
Ability to establish effective working relationships within the department, office, and firm.
Legible handwriting.
Excellent organizational and record-keeping skills.
Commitment to professional growth and development.

Nice To Haves

Two to four years of experience in a professional services environment preferred; Office Services, Catering, or Conference Services experience is a plus.

Responsibilities

Serve as primary contact for general administrative, visitor and meeting/event inquiries.
Open the office: including light cleaning/organizing kitchen and front of house areas restocking supplies and other tasks as assigned.
Answer telephones (internal and external calls); manage call screening, routing and messages.
Prepare a wide variety of correspondence, memos/letters, and email in response to routine questions.
Perform all tasks related to reservations of visitor offices and conference rooms, including managing bookings in the scheduler or visitor office programs.
Obtain all necessary details regarding meetings/events to ensure smooth execution.
Coordinate all conference room service functions with appropriate personnel to ensure all needs are met.
Maintain stocking of pantry and ensure kitchen equipment are in proper working order.
Coordinate room set-ups to include: meals, refreshments, and any audio-visual needs.
Send out the weekly Conference Room Schedule and office visitor list; send daily in-office visitor announcements; send visitor greeting emails upon bookings.
Ensure building access for all approved visitors, guests, and vendors are entered into the building security system.
Welcome and announce clients and visitors to the office.
Assist attorneys, visitors, and staff with conference calls, videoconferences, and wi-fi access.
Track and maintain parking validation log, if applicable.
Distribute and track visitor keys and access key cards with OA’s approval.
Copy, scan, and save documents to the firm document management system.
Handle light duplicating requests and coordinate outgoing work for offsite duplicating/binding services.
Assist visitors and office employees with IT/AV issues.
Process invoices, expenses in Chrome River.
Process, prepare, and distribute incoming and outgoing mail.
Assist with the planning and execution of internal events including partnering with FW departments on internal programing.
Work on events with the primary point of contact for assistance with local administrative projects.
Serve as Guest Services Specialist for special office events (conferences, symposia, training programs), and direct guests to their destinations.
Coordinate with building management and other building facility departments to resolve work orders, service, and tenant requests.
Notify Senior Director of Operations and Office Administrator of security concerns.
Perform clerical, administrative, and special projects, as assigned.
Other duties as assigned.