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Guest Services Representative

Job ID: 6882

Updated: Oct 11, 2022

Location: Salt Lake City, UT, United States

Category: Facilities/Office Services

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About Kirkland & Ellis

At Kirkland & Ellis, we are united in our ambition and drive to move forward. We share core values that help us achieve excellence: collaboration, talent empowerment, service, inclusion, respect and gratitude. Our people are our greatest asset, and we invest in the brightest talent and encourage a diversity of perspectives and strengths to create dynamic teams that operate at the pinnacle of their field. Our talented professionals show up every day knowing they will engage in meaningful work, continuous learning and professional development.

As one of the world’s leading law firms, we serve a broad range of clients with market-leading practices in private equity, M&A and other complex corporate transactions; investment fund formation and management; restructurings; high-stakes litigation and trials; and government, regulatory and internal investigations. We handle the most complicated and sophisticated legal matters because we don’t just meet industry standards, we create them. We bring innovation and entrepreneurialism to every engagement and, as a result, have long-standing client relationships with leading global corporations and financial sponsors. With 6,500 employees (including 3,000+ lawyers) operating from 18 offices across the United States, Europe and Asia, we are one of the largest law firms in the world and a top financial performer

Essential Job Functions

The Guest Services Representative will have regular and predictable attendance as it is an essential function of the job. Occasional overtime may be required and as such, there may be occasional requirements to adjust work hours by coming in early, staying late, or delaying lunch breaks in order to provide coverage. Based on business needs, your work schedule may be modified. Hours for the position are 7:00 a.m. - 4:00 p.m. 

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

Direct Incoming Telephone Calls and Messages:

  • Promptly answer telephone calls to the main console and appropriately directs callers
  • Forward messages as requested
  • Respond promptly to internal calls
  • Project a professional, cheerful and helpful telephone demeanor

Greet and Direct Visitors:

  • Receive clients and other visitors to the firm in a courteous and professional manner
  • Determine their needs, and direct them to the proper person
  • Obtain each visitor’s name and ensure that he/she has an appointment or is expected

Coordinate Conference Room Reservations:

  • Book conference rooms for the firm’s attorneys and other authorized staff
  • Obtain the necessary details regarding the event including date, time, number of people, Tech needs
  • Coordinate meals or refreshments and any audio-visual needs, if necessary
  • Create conference room and visitor office signage daily
  • Manage daily lunch orders for the office

Assist Visitors to the Salt Lake office:

  • Make hotel and other travel reservations and arrangements for clients and other visitors as assigned
  • Arrange for internal office “hoteling” for approved visitors:
    • Assign office space
    • Verify arrival and departure dates and times
    • Confirm and arrange after-hour access, if necessary
    • Coordinate any technical needs or special requests

Work Cooperatively and Collaboratively with Others:

  • Provide pro-active and responsive customer service
  • Assist with special projects, such as mailings and document preparation
  • Work cooperatively with peers and other firm personnel

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

  • Prepare invoices for approval and payment; reconcile invoices for accounts payable
  • Prepare daily, weekly and monthly EMS reports
  • Perform other clerical duties as assigned
  • Maintain the reception area in a neat and clean manner at all times
  • Any other functions/duties assigned by management
  • Monitor security cameras and notify general services when deliveries and packages arrive

Qualifications & Requirements

Education, Work Experience, Skills: 

  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education, experience, skills, knowledge and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
  • Education: High School Diploma required, Associates degree preferred. 2 years’ experience or the equivalent combination of education and work experience is preferred.
  • Experience: We are seeking candidates who are poised, polished, articulate, mature and client-service oriented. Reception experience working in either the legal, financial, consulting, advertising or venture capitalist environment is highly desirable.
  • Effective communication skills, both written and oral
  • Strong customer service skills
  • Proficiency in using a computer for data entry and e-mail
  • MS Word, Excel, and Outlook
  • Proficiency in using a telephone console
  • Ability to handle multiple incoming telephone lines
  • Strong organizational skills, interpersonal skills, and attention to detail
  • Ability to work both independently and collaboratively as part of a team
  • Ability to work under pressure in a fast-paced environment and to act quickly while remaining calm

Technologies/Software:

  • Microsoft Outlook, Word, Excel. Experience with EMS scheduler and Chrome River is preferred.

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.