Guest Services Representative (Palo Alto)

About Kirkland & Ellis

Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms.  Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.

Essential Job Functions

The Guest Services Representative 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:

• Receive clients and other visitors to the firm in a courteous and professional manner
• Determine their needs, and direct them to the proper person
• Obtain each visitor’s name and ensure that he/she has an appointment or is expected

Coordinate Conference Room Reservations:

• Book conference rooms for the firm’s attorneys and other authorized staff
• Obtain the necessary details regarding the event including date, time, number of people, Tech needs.
• Coordinate meals or refreshments and any audio visual needs, if necessary.
• Create conference room and visitor office signage daily.
• Manage daily lunch orders for the office.

Assist Visitors to the Palo Alto:

• Make hotel and other travel reservations and arrangements for clients and other visitors as assigned
• Arrange for internal office “hoteling” for approved visitors:
  • Assign office space
  • Verify arrival and departure dates and times
  • Confirm and arrange after-hour access, if necessary
  • 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.)

• 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 in a neat and clean manner at all times
• Any other functions/duties assigned by  management
• Monitor security cameras and notify general services when deliveries and packages arrive.

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 experience working in either the legal, financial, consulting, advertising or venture capitalist environment is highly desirable.
• 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."

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.