Guest Services Specialist

Guest Services Specialist

Tracking Code 5478 Job Description Latham & Watkins, a global law firm consistently ranked among the top firms in the world, is currently seeking a Guest Services Specialist to join our winning team, located in Austin, Texas. The success of our firm is largely determined by our commitment to hire and develop the very best and brightest, creating a team that provides our clients with the highest quality of work and service. We are driven by our core values: respect, innovation and collaboration.

The Guest Services Specialist will receive a generous total compensation package. Bonuses are awarded in recognition of individual and firm performance. Eligible employees can participate in Latham's comprehensive benefit program including healthcare, life and disability insurance, flexible spending accounts, a 401k plan, and more In addition, employees receive 10 paid holidays per year, and a PTO program that accrues 23 days during the first year of employment and grows with tenure.

When assigned to Guest Services, you will be responsible for a high level of customer service to external and internal clients which includes, receiving clients and vendors, catering ordering, set up, replenishment and break down for all firm meetings, conference room events and any special events taking place at a firm location. The Guest Services Specialist will demonstrate a high level of responsiveness and professionalism while accomplishing these and other critical functions:

* Operating the Cisco Phone System and/or ARC Console to relay incoming, outgoing, and intra-system calls

* Meeting and greeting clients and visitors, determining the nature of their business, and providing appropriate information and services

* Registering visitor names in the building security system; may authorize access as appropriate; logging and distributing temporary office key cards, when applicable

* Accepting and logging deliveries from couriers and caterers and notifying appropriate individuals

* Coordinating with outside vendors, clients, building management, and/or security for after-hours guest services

* Utilizing Event Management System (EMS) to manage conference room and visitor office bookings and changes; may also run multiple reports in EMS

* Working with booking requestors to ensure all services and supplies are provided in a timely manner. This may include coordinating with appropriate departments, organizing messenger and transportation arrangements

* Maintaining a neat and clean lobby, reception area and conference center; including: setting up conference room equipment, chairs and tables.

* Maintaining and coordinating internal phone lists and office daily bulletin.

* Performing general administrative duties as needed including invoice processing, performing reconciliations of billing information for Guest Services function, issuing parking or transport validations.

* Maintaining a clean and organized kitchen, pantry, and/or conference room at all times

* Ordering and organizing catering for multiple meetings; following Event Management System (EMS) report to ensure appropriate room set up and beverages/supplies for designated event.

* Unwrapping, un-packaging and re-plating food for meetings at the appropriate time, ensuring food is at appropriate temperature, following safe food handling and storage guidelines and ensuring all needed supplies and utensils are available

* Remaining available throughout the meeting period to refresh and removing any food or drink item at the appropriate time

* Gathering, removing, and storing food after meeting completion; cleaning all dishes and returning room to proper configuration or standard set up; determining what meeting materials left in room need to be returned to the appropriate party or discarded

* Requesting technology assistance or handling removal of technology equipment left behind in conference rooms as appropriate

* Ensuring kitchen, pantry, and/or conference areas are organized and stocked with the appropriate amenities; including cups, mugs, glasses, sodas, juices, creamer, sugar, salt, pepper, paper towels, and other items commonly available in a kitchen

* Taking inventory and ordering supplies according to vendor deadlines to ensure timely delivery; verifying accuracy of deliveries by checking packing slips and invoices; may also notify office management when supplies are running low and need to be reordered

* Responding to accidents that require minor cleaning services.

* Preparing coffee each morning for designated kitchen and/or pantry areas and ensuring there is fresh coffee remaining throughout the day

* Assisting with special projects on various operations issues as needed

* Assisting in office and workstation set up and breakdowns.

* Managing and coordinating requests for workspace booking using the Office Managing Attendance Tool (OMAT).

* Requesting and processing COIs and NDAs for vendors

* Receiving assets and logging into tracking system.

* Processing and printing requested access badges and managing inventory.

* Maintaining emergency preparedness plans and supplies.

* Promoting effective work practices, working as a team member, and showing respect for co-workers

As a Guest Services Specialist, you will be expected to apply your organizational and communication skills while displaying a positive, high-energy attitude. The successful Specialist must have excellent verbal and written communication skills; well-developed and professional interpersonal skills; the ability to interact effectively with people at all organizational levels of the Firm; the ability to work in a team environment with a customer-service focus; organizational skills needed to manage time well, prioritize effectively, and handle multiple deadlines; and willingness to complete all tasks and learn new skills. The ideal candidate must also have knowledge of PC applications, including MS Office. The Specialist must also have the ability to lift and stock items, as well as be able to set up and break down office supplies, food, and audiovisual equipment

A High School Diploma or equivalent is required. One (1) to two (2) years of receptionist and/or guest services attendant experience is desired. Experience operating a multi-line call manager system; transferring calls, paging, and handling multiple calls simultaneously is desired. The Attendant must be able to work flexible hours including nights and weekends. The ability to move modular and folding tables (with assistance) and chairs in MPR and terrace areas is desired.

Latham & Watkins is an Equal Opportunity Employer. Our commitment to diversity, equal opportunity and sustainability enables Latham & Watkins to draw from a remarkable wealth of talent to create one of the world's leading law firms.

Latham & Watkins LLP is committed to protecting the health and well-being of our employees and partners, their families, and members of our community against COVID-19. Accordingly, the Firm requires all partners and employees based in the United States to be fully vaccinated against COVID-19. Employees must present proof of full COVID-19 vaccination at the time that a conditional offer of employment is made. This policy is mandatory except for employees with a documented legally permissible exemption for not receiving the COVID-19 vaccine.

Qualified candidates are encouraged to apply by clicking the Apply Now link.#LI-VS1

Job Location Austin, Texas, United States Department Guest Services Position Type Full-Time/Regular ** Apply**

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