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Guest Services Representative

Job ID: 7914

Updated: Jul 2, 2024

Location: Austin, TX, 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 alternative asset management; restructurings; high-stakes commercial and intellectual property litigation; 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 20 offices across the United States, Europe, the Middle East 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 consistent, seamless, world-class service to all firm-wide Kirkland personnel and external visitors. This position will be the face of a fast-paced Conference Center and must foster a “one team, one firm” approach. From welcoming visitors to coordinating conference center room reservations, the representative ensures that all needs are met, including food, beverage, and state-of-the-art technology. They are expected to provide anticipatory service and look for opportunities to go above and beyond. Qualified candidates must possess exceptional customer service orientation and demonstrate professional etiquette and excellent verbal communication skills. The ability to work collaboratively and cooperatively with other support staff members in a team environment, handle multiple priorities, and work well under pressure is essential. Punctuality and a professional appearance are necessary. The candidate will also ensure a secure environment in the building lobby and reception areas.

ESSENTIAL FUNCTIONS:

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

Guest Services

  • Greet guests, clients, and K&E personnel in a professional, friendly, and hospitable manner.
  • Control security access functions in the building lobby when checking in guests by verifying identification and observing and reporting any unusual or suspicious persons or activities.
  • Direct and escort visitors to the correct conference room or visiting office.
  • Ensure that the food displayed appears elevated and appetizing, emphasizing attention to detail, with appropriate signage describing food.
  • Assist visitors to the conference center with light secretarial duties (printing, scanning, and copying)
  • Makes reservations for clients and other visitors as assigned (car service, hotel, restaurant, etc.)
  • Arrange for temporary IDs (keycards) for visiting attorneys and K&E employees.

Conference Center Space

  • Inspect conference rooms daily, ensuring they are correctly set.
  • Reserve conference rooms and visiting offices in the Event Management System based on needs and requests.
  • Monitor the Conference Center mailbox and promptly respond to email and office correspondence.

Administrative

  • Professionally administer all incoming telephone calls and take accurate messages.
  • Open and close the reception area (unlocking/locking doors)
  • Maintains the reception area neatly and cleanly at all times.
  • Maintain security in the lobby and on conference center floors.
  • Enter visitor names into the Property Management database.
  • Read, send, print, and forward e-mail messages.
  • Answer general questions regarding space, firm services, and directions to our offices via walking and driving. It should also be able to provide information on local businesses, i.e., hotels, drug stores, restaurants, shoe repair, bakeries, department stores, and coffee shops.
  • Provide overtime coverage for early morning and after-hours events in lobby, reception, etc, when needed.
  • Submit office and building maintenance requests into the proper databases.

Other Functions

  • Any other functions/duties as assigned by management.

Qualifications & Requirements

Education

  • High School diploma or equivalent required
  • Associate or Bachelor’s degree preferred

Work Experience

  • Three (3) years of related experience preferred.
  • Background in corporate concierge, hospitality meetings, hotel or conference centers, and/or event planning is preferred.

Skills  

  • Professional appearance.
  • Outstanding customer service
  • Excellent telephone etiquette
  • Minimum typing speed of 50 +wpm
  • Excellent written and oral communication.
  • Demonstrate excellent punctuality and attendance with the potential of overtime and schedule change due to work requirements.
  • Ability to work with minimum supervision.
  • Ability to work both independently and collaboratively as part of a team.
  • Ability to handle multiple tasks and work under specific time constraints.

Technologies/Software

  • Proficiency in using software, including, but not limited to, Microsoft Office: Word, Outlook, and Excel.

WORK ENVIRONMENT:

This role operates in a professional office environment, utilizing standard equipment such as computers, phones.

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-Onsite #LI-LW1