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Guest Services Representative (Operator)

Job ID: 5979

Updated: Sep 8, 2021

Location: Chicago, IL, United States

Category: Facilities/Office Services


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 (Operator) will provide support to the Guest Services Department, Guest Services Manager and Associate Director of Guest Services and Facilities.  Overall focus will be to provide exceptional customer service and hospitality when answering the main phone line and to anyone using the Conference Center, greeting and assisting clients in the Firm’s primary reception area. The primary responsibilities include answering incoming calls to the main phone line, 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.

Answer incoming phone calls from the main phone line and transfer within the Frim and to outside numbers.

Serve as the single point of contact for all calls acting as the information ‘hub’ of the office knowing where to transfer calls and what departments/employees can assist callers.

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

Will have an awareness of all daily meetings and events and will provide direction and service as needed. As part of exceptional customer service, candidate must also demonstrate excellent verbal communication skills and the ability to communicate effectively with all levels of employees 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.

Ideal candidate should have a minimum of 2 years receptionist or event planning 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 Excel or similar database is required. Knowledge of MS Word 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.