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Guest Services Coordinator

Job ID: 6979

Updated: Jan 10, 2023

Location: Washington, DC, 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 Coordinator is responsible for providing exceptional customer service and support to clients, guests and all K&E personnel while ensuring the successful daily operations of the Conference Center. In collaboration with the Guest Services Supervisor, this position will work closely with Conference Services, Office Services, Conference Technology & IT Help Desk while overseeing the Reception team and coordinating work-flow. This position will focus heavily on placing and overseeing catering orders submitted by the Reception Team. This position will also focus heavily on Trial Teams, Visiting Attorney Arrivals, and Invoicing. He or She will also need to successfully resolve conference center related scheduling conflicts and handling ad-hoc requests in a timely manner. In collaboration with the Guest Services Supervisor, He or She will also develop and maintain standard operating protocols for the Conference Center and Reception. This position requires a high degree of independent judgment and discretion.

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

  • Ensure firm’s Guest Services Standards are communicated and upheld with the Conference Center and Reception
  • Lead by example: Present a professional appearance and attitude through appropriate dress, written product, voice messages and demeanor.
  • This position is responsible for greeting and directing guests, clients & K&E personnel in a professional, friendly and hospitable manner, answering incoming telephone calls, coordinating trial team requests for offices, meeting rooms, and food deliveries on premise and off site.
  • The Guest Services Coordinator is responsible for receiving, maintaining and responding to conference and/or visitor office reservations
  • Maintain Visitor Offices to ensure they are held to Firm Standards and our Guest Experience is a positive one and assist with requests through phone, email and the Virtual Event Management System (VEMS).
  • In collaboration with the Guest Services Supervisor, develop standard operating protocols for catering activities, reception desks including greetings, coverage, scheduling, event planning, additional services and personnel and concierge activities for guests
  • Review, prepare and submit all invoices for catering and conference center related activities.
  • Ensure all conference center meetings are scheduled accurately and communicated properly to the departments responsible for execution in a timely manner
  • Create and maintain Security protocols for new hires, replacements and visiting attorneys
  • Review conference room reservations and food orders to ensure work performed by the Reception team is accurate.
  • Train and coach the Reception team on conference room reservations and food orders.
  • Train current employee and new employees on VEMS.
  • Perform other clerical duties, as assigned.
  • Monitor and maintain a record of parking validations issued to guests.

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

  • Any other functions/duties as assigned by management.

Qualifications & Requirements

Education:

  • Bachelor degree required

Work Experience:

  • Two (2) years related experience required
  • Receptionist and/or background in Hospitality Meeting and Event Planning is preferred.

Skills:

  • Excellent telephone etiquette
  • Excellent written and oral communication skills
  • Punctuality and availability for work overtime; hours are Monday-Friday from 7:30 a.m. to 4:30 p.m.; with the potential to change
  • Ability to work with minimum supervision
  • Customer service driven
  • Ability to multi-task
  • Proficiency in the use of software, including, but not limited to, Microsoft Office: Word, Outlook and Excel
  • Ability to handle multiple tasks and ability to work under specific time constraints
  • Professional appearance

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.