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Guest Services Representative

Job ID: 7319

Updated: Nov 14, 2023

Location: Chicago, IL, United States

Category: Facilities/Office Services


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 will provide support to the Guest Services Department, Guest Services Supervisor & Guest Services Manager.  Overall focus will be to provide exceptional customer service and hospitality when answering the main phone line and anyone using the Conference Center, greeting and assisting clients in the Firm’s primary reception area. The primary responsibilities include answering incoming calls and transfer within the Firm, coordinating conference room reservation requests via the Firm’s room scheduling database, placing and coordinating catering orders and beverage/food setups for meetings, arranging for videoconferencing and audio visual equipment, and assisting with special projects as needed. Guest Services Representatives are also responsible for greeting and escorting outside clients, vendors and visitors to the appropriate department, floor or conference room.

Will have an awareness of all daily meetings and events and will provide direction and service as needed. As part of the guest experience, candidate must also demonstrate excellent verbal and written communication effectively with all levels of attorneys, staff and guests. The ability to manage multiple tasks and work well under pressure is essential. Must be punctual and adhere to a professional business dress code. Candidate will be responsible for ensuring a secure environment in reception and lobby areas.

Essential Job Functions:

Greet guests, clients and Kirkland & Ellis personnel in a professional, friendly and hospitable manner.

Direct or escort clients and visitors to appropriate conference room or floor location.

Manage daily activities in the conference center including answering telephones and e-mail, coordinating conference room reservation requests and confirming conference room bookings using Firm’s standard reservation software.

Maintain a positive and professional attitude and appearance at all times.

Coordinate catering orders and beverage/food setups for meetings.

Arrange for videoconferencing and audio visual equipment.

Open and close visitor area (unlocking/locking doors).

Monitor conference rooms regularly throughout the day to ensure cleanliness and check that supplies are stocked.

Maintain security on floor.

Enter visitor names into iVisitor database.

Other miscellaneous receptionist duties as needed.

Flexibility for overtime and schedule change to provide adequate coverage at all times.

Assign Visiting Attorney offices and manages the availability of offices through the reservation software.

Assist Conference Center guests with general secretarial support to include but not limited to making copies of documents and minor editing skills.

Ensures that conference rooms are neat and orderly throughout the day.

Conduct weekly light checks in offices, hallways and elevators.

Qualifications & Requirements

Ideal candidate should have a minimum of 2 years receptionist experience, preferably in a law firm environment. A minimum typing speed of 40+ wpm is also required. This position involves heavy utilization of a room scheduling database, so the ability to maneuver efficiently in EMS or similar database is required. Knowledge of Microsoft Word, Excel and Power Point is essential. Flexibility for overtime required.

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 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.