Guest Services Specialist

Location: San Francisco
Schedule: 8:30 a.m. to 5:00 p.m.
FLSA: Non-Exempt
Position Type: Full-Time/Regular

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 beresponsible 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 firms 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 Firms Core Values.

Key responsibilities of this position include:

• 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 OAs 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.

Qualifications (Experience Knowledge Skills & Abilities):

• High School Diploma or equivalent.
• Two to four years of experience in a professional services environment preferred; Office Services Catering or Conference Services experience is a plus.
• 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.

The anticipated base salary range for this position in San Francisco is $65000 to $ actual salary offered will be based on several factors including but not limited to relevant education qualifications years of relevant experience certifications or other professional licenses held job-related knowledge and skills business needs and the location from which the work will be performed. Additionally salary or hourly wages may be only part of the total compensation package which may also include a full range of health and other insurance benefits financial and/or other benefits (including 401(k) eligibility) a discretionary bonus and various paid time off benefits. Additional information about benefits and rewards can be found here.

Akin Gump Strauss Hauer & Feld LLP participates in E-Verify for purposes of verifying employment eligibility

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