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Guest Services Coordinator

Job ID: 5917

Updated: Aug 5, 2021

Location: Houston, TX, United States

Category: Facilities/Office Services

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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 Coordinator is responsible for providing exceptional customer service and support to clients, guests and all K&E personnel.  In collaboration with the Operations Manager and Guest Services Representatives, this position is responsible for receiving, maintaining and responding to conference and/or meeting room reservations through the Virtual Event Management System (VEMS).  They are responsible for coordinating and providing support for special events or meetings and preparing and distributing daily set-up reports to relevant departments.  The Guest Services Coordinator will prepare and submit invoices for payment related to reception and conference center activities. They will monitor and maintain security access control through CCure 9000, including issuing security badge access to guests, clients and all K&E personnel. Additionally, they will serve as backup to reception, as necessary.

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

Guest Services

  • Secondary point of contact for all visitors to the conference center
  • Greet guests, clients and K&E personnel in a professional, friendly and hospitable manner
  • Assist visitors to the conference center with light secretarial duties, i.e., printing, copying, faxing, etc. if necessary
  • Direct and assist visitors to the appropriate conference center and/or meeting space

Conference Center Space

  • Assists in maintaining the cleanliness of the conference rooms and reception area
  • Monitor conference rooms to ensure cleanliness and fully stocked room supplies
  • Monitor conference room setups and accommodations and arrange for replenishment of supplies
  • Maintains the reception area in a neat and clean manner at all times
  • Ensure all conference center meetings are scheduled accordingly and communicated properly to the departments responsible for execution

Administrative

  • Prepare daily set-up reports and distribute to relevant departments (Technology, General Services & Catering)
  • Projects a professional, cheerful and helpful telephone demeanor
  • Control security access functions by verifying employee identification, issuing visitor passes, and by observing and reporting any unusual or suspicious persons or activities
  • Prepares invoices for approval and payment (car service)
  • Performs other clerical duties, as assigned

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

  • Answer vendor inquiries and direct them to appropriate contacts and locations
  • Any other functions/duties as assigned by management

Qualifications & Requirements

Education

High School diploma or equivalent required

Associates or Bachelor’s degree preferred

Work Experience

Two (2) years related experience required

Receptionist/administrative experience and/or background in hospitality and/or meeting and event planning are preferred

Skills

  • Excellent telephone etiquette
  • Excellent written and oral communication skills
  • Punctuality and availability for work overtime; hours are Monday-Friday from 8:00 a.m. to 5:00 p.m; with the potential to change
  • Ability to work with minimum supervision
  • Customer service driven
  • Ability to multi-task
  • 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

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.