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Guest Services Representative (Receptionist)

Job ID: 6879

Updated: Oct 10, 2022

Location: Los Angeles, CA, United States

Category: Facilities/Office Services

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About Kirkland & Ellis

Essential Job Functions

The Guest Services Representative is responsible for providing exceptional customer service and support to clients, guests and all K&E personnel.  This position focuses on enhancing our brand representation whether by answering phones, greeting and guiding guests, or serving as the single point of contact for “who do I contact” for the office.  In collaboration with the Conference Center Staff, this position is responsible for greeting K&E personnel, clients and guests; answering and directing all telephone calls, serving as the “information hub” of the office knowing where to transfer callers and what departments/individuals can help service each request.  This position requires a positive can-do attitude that carries through all day-to-day activities, the ability to work well under pressure, maintain professional appearance and positive demeanor at all times. Exceptional telephone etiquette, excellent verbal and written communication skills, and outstanding attention to detail are required.  .

Essential Functions: (This list is not exhaustive and may be supplemented and changed as necessary.)

  • Answer incoming calls and transfer within the Firm and to outside numbers.
  • Serve as the single point of contact for all calls acting as the information “hub” of the office knowing where to transfer calls and what departments/employees can assist callers. 
  • Conduct on-line research or search databases to assist internal callers across the firm. 
  • Answer vendor inquiries and direct them to appropriate contacts and locations
  • Reserve meeting space using conference booking software, noting all details including technology, A/V, catering, supplies and other support needs.
  • Arrange for all catering needs by acting as a liaison between the foodservice staff, Conference Center Coordinator, and the person making the reservation to ensure proper food order, delivery time, and charges.  Educate requesters on meal, snack, and beverage service offerings.
  • Serve as the first point of contact; greeting guests and K&E personnel in a professional, friendly and hospitable manner.
  • Arrange for temporary IDs (keycards) for visiting attorneys and K&E employees.
  • Add guest names to building security to allow outside guests entry to the building.
  • Assist visiting attorneys with requests such as secretarial support, car services, and messenger services.
  • Assist visitors to the conference center with light secretarial duties, i.e., printing, copying, faxing, etc. if necessary)
  • Submit office and building maintenance requests into the proper databases.
  • Monitor the Conference Center mailbox and respond to email and office correspondence in a timely manner.
  •  Perform other clerical duties, as assigned
  • Dispense drugs (aspirin, non-aspirin, antacids, Band-Aids, first aid cream and antiseptic spray) in appropriate situations
  • Any other functions/duties as assigned by management

Qualifications & Requirements

Education, Work Experience, Skills:

Education:

  • Associates or Bachelor’s degree preferred

Work Experience:

  • Minimum of 3 years prior experience in a high-paced customer service or hospitality environment is required.
  • Receptionist/administrative experience are preferred

Skills:

  • Excellent telephone etiquette
  • Outstanding verbal communication skills
  • Punctuality and availability for work overtime; hours are Monday-Friday from 8:00 a.m. to 5:00 p.m.; with the potential to change
  • Ability to work with minimum supervision
  • Customer service driven
  • Professional appearance
  • Ability to handle multiple tasks and ability to work under specific time constraints
  • Excellent written and oral communication skills
  • Proficiency in the use of software, including, but not limited to, Microsoft Office: Word, and Outlook l

Work Environment: 

  • This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The www.kirkland.com job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.