Guest/Office Services Specialist

Job Duties And Responsibilities

• Greet and assist clients, visitors, and personnel in a professional and welcoming manner; serve as primary point of contact in reception and lobby areas
• Answer and direct incoming calls, take accurate messages, and respond to inquiries with a high level of customer service
• Manage visitor intake, including adherence to security protocols and visitor registration procedures
• Coordinate guest needs, including conference room access, hospitality requests, transportation arrangements, and general concierge services
• Maintain a polished reception area and ensure a professional environment at all times
• Build familiarity with frequent visitors and provide personalized service where possible
• Coordinate conference room scheduling, setup, and breakdown, including catering and technology requirements
• Monitor meeting activity and proactively address scheduling conflicts or special requests
• Provide on-site support for meetings and events, including greeting attendees and issuing/collecting badges
• Conduct routine walkthroughs of conference and common areas to ensure cleanliness, organization, and readiness
• Partner with executive assistants and other staff to support meetings, seminars, and firm events
• Perform high-volume document production, including copying, printing, scanning, binding, and finishing work
• Ensure quality control of all produced materials and meet established deadlines
• Coordinate with external vendors for overflow or specialized production work
• Aid in office moves, equipment setup, and evaluation of new office technologies
• Process incoming, outgoing, and interoffice mail
• Prepare, send, receive, and track courier packages (e.g., FedEx, UPS, hand deliveries)
• Operate mail and shipping equipment and ensure timely distribution of materials
• Monitor and maintain office supply inventory, including paper, pantry items, and general supplies
• Identify and report facilities issues; coordinate with vendors and building management as needed
• Maintain logs related to facilities, equipment, and service requests
• Assist with ID badges, building access cards, and general administrative tasks (e.g., signage, documents, spreadsheets)
• Serve as a resource for general office and building-related inquiries

General Responsibilities

• Deliver a high level of customer service to both internal and external stakeholders
• Communicate effectively across departments to support firm operations
• Maintain knowledge of firm procedures, emergency protocols, and safety requirements (including floor warden responsibilities, if applicable)
• Participate in cross-training and provide support across service areas as needed
• Perform additional duties as assigned

Requirements

• Education: Experience in Hospitality Management; High School Graduate or its equivalent work experience.
• Experience: Two years experience in Hospitality service industry; general clerical experience.
• Minimum of one-year of experience on high volume copiers.
• Experience in a law firm Office Services environment preferred.

Skills

• Strong customer service skills, the ability to accept accountability for all assigned responsibilities with a high level of diplomacy, the capacity to handle collaboration and competing priorities, timeliness, and positive attitude.
• Must be thoughtful, deliberate and logical, balanced with sufficient assertiveness to navigate the complex nature of the business; possess process management and situational assessment/analysis skills.
• A genuine sense of hospitality, with a commitment to delivering outstanding customer service in all aspects of the position.
• Punctual, dependable, and dedicated to achieving operational excellence, down to the smallest of details.
• Discreet, ethical, and committed to maintaining a high degree of confidentiality.
• A consistently professional approach, with a mindset to take ownership and responsibility within and outside one's job domain.
• Highly organized and energetic and possess the ability to get the job done.
• Ability to multi-task and be flexible to change.
• Creative problem solving skills, i.e., utilizing team, innovative approach, accepting support, etc.
• Ability to meet deadlines and make sound decisions, sometimes under stress.
• Friendly, outgoing, and inviting personality.
• Ability to program, operate and trouble shoot low/high speed and color copiers.

Additional Information

• Supervisory responsibilities: None.
• Equipment used: Personal computer and other office equipment such as telephone, typewriter, calculator, fax machine, duplicating machine, high volume copiers, binding equipment, paper drill and cutter; Facsimile machines, and postage.