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Guest Services Coordinator (Mon-Fri, 12pm - 8pm ET)

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Job ID: 7329

Updated: Sep 29, 2023

Location: New York, NY, 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 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 Manager and Supervisor, this position will work closely with Guest Services, Office Services, Conference Technology, Hospitality and Flik Catering, and IT Help Desk while overseeing the reception team and coordinating workflow. This position will focus on LRD training and event reservations, trial teams, visiting attorney offices, and invoicing. The Coordinator 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 Manager and Supervisor, they will 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.
  • Greeting and direct guests, clients & Kirkland personnel in a professional, friendly, and hospitable manner, answer incoming telephone calls, coordinate trial team requests for offices, meeting rooms, and food deliveries on premise and off site.
  • Receive and respond to conference center requests for LRD Training, events, reservations and document all such communication within our Event Management System (EMS).
  • Maintain Visitor Offices to ensure they are held to Firm Standards and that our guest experience is a positive one; assist with requests through phone, email and the Event Management System (EMS).
  • In collaboration with the Guest Services Manager & Supervisor, develop standard operating protocols for catering activities, reception desks including greetings, coverage, scheduling, and event planning.
  • Ensure all Conference Center meetings are scheduled accurately and communicated properly to the departments responsible for execution in a timely manner.
  • Review conference room reservations and food orders to ensure work performed by the Guest Services team is accurate.
  • Train current and new employees.
  • Create event floor plans using Cvent.
  • Perform other clerical duties, as assigned.
  • Have flexibility in scheduling to be available for early, late and weekend events.

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, Work Experience, Skills:

  • Associate’s degree required
  • Minimum of 5 years’ experience in front-line customer service position, preferably in a law firm, conference center, hotel, hospitality, event planning, or other fast-paced environment
  • Ability to work in a fast-paced atmosphere to manage multiple competing tasks and demands, a high level of interpersonal skills to handle sensitive and confidential situations, and the ability to interact and communicate with individuals at all levels of the organization
  • Superior organizational skills, a customer service orientation, proactive work either, and attention to detail
  • Excellent telephone etiquette
  • Excellent written and oral communication skills
  • Demonstrate excellent punctuality and attendance with potential of overtime and schedule changes due to work requirements. Standard work hours are Monday - Friday from 12 p.m. to 8 p.m.
  • Ability to work with minimum supervision
  • Customer service driven
  • Ability to work both independently and collaboratively as part of a team
  • 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."

For applicants who are based in New York City, visit the following link for pay range information:

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. #LI-Hybrid #LI-LW1