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** Position Description**
**Guest Services Representative (10am - 6pm)** Work Locations **New York** Job Posting Category **Secretarial Services** **About Ropes & Gray**
Ropes & Gray LLP is a preeminent global law firm focused on providing the highest-quality advice on our clients critical legal and business issues. Our global team of 2,500 talented professionals regularly helps clients meet high-stakes challenges, solve complex problems and achieve key goals. These colleagues work together across a global office network that includes offices in Boston, Chicago, Hong Kong, London, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Tokyo, Los Angeles and Washington, D.C.
We are a contemporary firm that can bring more than 150 years of legal and institutional history to bear on the challenges clients face in todays 24/7 global business environment. Our collaborative approach gives our clientswhich include many of the worlds most respected companies and institutionsready access to leading corporate, litigation, transactional and regulatory lawyers whose knowledge and experience span industries and geographies.
With an international presence, we focus on a number of key industries, including private equity; asset management; life sciences and health care; investment banking; technology, media and telecommunications; and consumer and retail. Our clients include global industry leaders, financial institutions, investment firms, private equity firms, hospitals and health care organizations, educational institutions, and individuals.
We have consistently been recognized for our leading practices in many areas, including private equity, M&A, finance, asset management, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.
Ropes & Gray is an equal opportunity employer.
**JOB SUMMARY:**
Acting as the face of a global law firm, the Guest Services Representative is responsible for greeting and directing all clients and visitors, while attending to the main telephone line and organizing immediate assistance to meetings in progress. This position expands upon the traditional receptionist role, including the responsibility of coordinating Conference Center operations of our New York office. It is ideal for a customer service orientated individual who has the ability to make a great first impression and present themselves in a polished and professional manner.
**ESSENTIAL FUNCTIONS:**
- Promptly and professionally answer main telephone switchboard and ensure calls are routed expediently.
- Follow specified procedures to handle inquiries when providing information related to the firm.
- Foster a welcoming and professional environment by promptly greeting and appropriately directing all clients and visitors upon their arrival.
- Register external visitors upon request in building security site. Monitor visitor access and gain approval for access when needed to assist in ensuring a secure environment.
- Respond to walk-up requests at the Conference Center desk by providing first in class support to internal and external clients.
- Coordinate immediate assistance to meetings in progress in relation to catering, technology, room or setup needs.
- Create new and/or edit existing room reservations in scheduling software (EMS).
- Arrange car service reservations and/or voucher distribution for visitors and clients.
- Maintain well stocked and orderly appearance of conference rooms, reception area and visitor offices, as needed.
- Collaborate with facilities team on property removal passes, maintenance requests, vendor access needs, overtime HVAC, after-hours office access and activity.
- Uphold all Conference Services policies, procedures and high standards for quality service.
- Perform other work related duties as assigned by the Conference Services Manager/Supervisor and Office Administrator.
**ADDITIONAL RESPONSIBILITIES**
* A high school diploma or the equivalent with a minimum of three years of related work experience.
* Hotel or law firm experience preferred.
* Proficiency in MS Office (reservation software experience a plus.)
* Highly developed customer service skills.
* Strong verbal and written communication skills.
**ESSENTIAL CAPABILITIES:**
Must demonstrate the ability to:
* Maintain strict confidentiality of the firm's internal and personnel affairs.
* Provide first class customer service, focusing on detail-orientation and quality assurance.
* Interact effectively and professionally with all levels of personnel.
* Maintain composure under pressure and handle several matters concurrently.
* Plan, organize and carry out multiple related activities with limited supervision.
* Work effectively in a culturally and educationally diverse environment.
* Follow up and follow through on all assigned tasks.
* Be flexible and maintain a professional manner in all situations.
* Be reliable and punctual.
* Be available for overtime.
* Work in a multi-office environment.
**WORKING CONDITIONS:**
Normal office environment and schedule.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirem
