Guest Services Representative (Palo Alto)

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 3,500+ lawyers) operating from 19 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 is responsible for providing exceptional customer service and support for clients, guests, and K&E personnel.  This position will serve as our brand ambassador 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 reserving meeting space for both internal and external meetings, organizing meeting set up including General Services, IT and Catering.  This position requires a positive can-do attitude, the ability to work well under pressure, and maintain a professional appearance.  Excellent verbal and written communication skills, and outstanding attention to detail is required.  This individual 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 7:30 a.m. - 4:30 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:

• Serve as the first point of contact; greeting guests and K&E personnel in a professional, friendly, and courteous manner
• Determine visitor needs, and direct them to the proper person, conference room or visitor office
• Obtain each visitor’s name and ensure that he/she has an appointment or is expected
• Arrange for temporary access badges for visiting attorneys and K&E personnel

Coordinate Conference Room Reservations:

• Reserve meeting space using conference booking software, noting all details including technology, A/V, catering, supplies and other support needs
• Liaison with conference center and arrange for all catering needs, and ensure proper food order, delivery time and charges.  Educate requesters on meal, snack, and beverage service offerings
• Coordinate meals or refreshments and any audio-visual needs, if necessary
• Work with Office Services Dept. to create conference room and visitor office signage daily

Assist Visitors to the Palo Alto Office:

• Arrange visitor office space for internal and external approved visitors:
  • Assign office space
  • Verify arrival and departure dates and times
  • Confirm and arrange after-hour access, if necessary
  • Assist visiting attorneys with requests such as administrative support, car service, and messenger service
  • 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.)

• Monitor the Reception mailbox and respond to email and office correspondence in a timely manner
• 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 and lobby to always ensure neat and clean
• Maintain the reception closet. Work with Office Services to re-order Guest Services amenities as needed, Organize supplies and amenities, towels, and linens
• Assist Conference Center with planning and executing internal office events
• Manage daily lunch orders for the office
• Monitor security cameras and notify general services when deliveries and packages arrive.
• Any other functions/duties assigned by management

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/administrative experience preferred
• Experience in a high-paced customer service or hospitality environment is required
• 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."

For applicants who are based in Bay Area, visit the following link for pay range information: https://staffjobsus.kirkland.com/pages/BAJOBID7090

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. #LI-LW2