Guest Services Specialist

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 Specialist will provide support to the Guest Services Department, Conference Center, Facilities and the Associate Director of Operations and is responsible for ensuring the successful daily operations of the Conference Center and managing the Guest Services Coordinators.

Essential Job Functions:

• The Guest Services Specialist will focus on the customer service provided at the reception desks and will develop and maintain standard operating procedures for the Conference Center while greeting and escorting outside clients, vendors and visitors to the appropriate department, floor or conference room while at the reception desk
• Responsible for ensuring seamless service and management of all meeting room reservations and special events, ensuring accuracy and that all requests are met in a timely manner and resolving conference room related scheduling conflicts
• Coordinate with all Firm departments, and requestors to proactively plan all meetings and recurring events, follow up prior to the meeting to make sure all details have been properly communicated and executed
• Interface with catering, conference technology, general services, secretarial services and other service departments to guarantee preparedness of the conference center for all event and meeting needs
• Oversee the scheduled daily meetings to ensure that all information is accurate and communicated properly to all participating departments to ensure that every meeting and event runs smoothly
• Arrange for all catering needs by acting as a liaison between the foodservice staff and the person making the reservation to ensure proper food order, delivery time, and billing.  Educate requesters on meal, snack, and beverage service types, as well as special event types and pricing for each
• Oversee physical inspections of the conference rooms daily for appearance and preparedness
• Prepare and monitor room reservation reports daily
• Oversee and support the Conference Center Assistants & Coordinators
• Manage special events report, effectively managing all event details and providing clear direction to all additional departments involved in the event
• Process invoices with preferred vendors (included but not limited to food service providers, vending service providers, outside catering companies, florists and linen companies)
• Assistance with preparing the catering chargebacks and uploading catering charges to the appropriate GL Code/Department Budget or Client Matter

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

• Assist with special projects and requests as needed, directed by the Guest Services Manager and/or Associate Director of Facilities and Guest Services
• Perform other clerical duties as assigned
• Maintain profiles and lessons learned on all events and special meetings
• Any other functions/duties as assigned by management

Qualifications & Requirements

Education, Work Experience, Skills

• Bachelor's degree preferred
• 3+ years related experience required
• Background in Corporate Concierge, Hospitality Meeting and/or Event Planning is preferred
• Considerable initiative, outstanding customer service skills, exemplary integrity and discretion, and the ability to learn quickly 
• A can-do attitude and high standards for personal performance; highly dependable, punctual and available to work overtime
• Excellent time management skills, highly organized and attention to detail
• Ability to resolve complaints/issues while maintaining a professional and calm demeanor
• Ability to work with minimal supervision and keen judgment, discernment, diplomacy and problem-solving skills

Technologies/Software

• Proficiency in Microsoft Outlook, Word, PowerPoint and Excel

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. #LI-Hybrid #LI-SB1