Guest Services Representative

4 weeks ago

New York, New York, United States Ropes & Gray Full time

About Ropes & Gray:

Ropes & Gray is a leading global law firm, consistently ranked among the top firms in the industry. With a presence in major business centers worldwide, the firm offers a unique opportunity to work with a diverse range of clients and professionals.

Overview:

The Guest Services Representative plays a critical role in ensuring the smooth operation of our New York office. This position requires a high level of professionalism, attention to detail, and excellent communication skills.

Responsibilities:

  1. Promptly and professionally answer the main telephone switchboard and ensure calls are routed efficiently.
  2. Follow established procedures to handle inquiries and provide information related to the firm.
  3. Foster a welcoming and professional environment by greeting and directing clients and visitors upon arrival.
  4. Register external visitors and monitor access to ensure a secure environment.
  5. Provide exceptional support to internal and external clients at the Conference Center desk.
  6. Coordinate assistance to meetings in progress, including catering, technology, and room setup needs.
  7. Create and edit room reservations in scheduling software.
  8. Arrange car service reservations and distribute vouchers as needed.
  9. Maintain the appearance of conference rooms, reception areas, and visitor offices.
  10. Collaborate with the facilities team on various tasks, including property removal passes and maintenance requests.
  11. Uphold Conference Services policies and standards for quality service.
  12. Perform other duties as assigned by the Conference Services Managers.

Qualifications:

  • A high school diploma or equivalent with a minimum of three years of related work experience.
  • Hotel or law firm experience is preferred.
  • Proficiency in MS Office, with reservation software experience a plus.
  • Excellent customer service skills and strong verbal and written communication skills.

Essential Capabilities:

  • Maintain confidentiality of the firm's internal and personnel affairs.
  • Provide exceptional customer service, focusing on detail-orientation and quality assurance.
  • Interact effectively and professionally with all levels of personnel.
  • Maintain composure under pressure and handle multiple tasks 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 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.

Compensation and Total Rewards Package:

Ropes & Gray offers a comprehensive Total Rewards package to our business support team members, including comprehensive health and well-being benefits, personal and professional development opportunities, and a collegial and supportive culture. The anticipated pay range for this role is $49,500 to $74,500, with a discretionary bonus based on performance.

Working Conditions:

This position requires hybrid on-site presence as an essential function of the role. Consistent and predictable on-site presence is required for ongoing business continuity, professional development, and effective collaboration with colleagues and management.

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