This role in Lexington, Ky. answers incoming and intra-office telephone calls for all domestic offices, answers routine questions and routes calls to appropriate parties across the Firm. Performs a variety of reception and guest services duties to greet and direct visitors and callers and welcome visitors upon arrival, notifying appropriate firm members, and directing visitors to appropriate floor, meeting room or area. Maintains visitor logs, takes and relays messages and accepts and/or redirects deliveries. This position assists reservationists by handling overflow reservation requests and by responding to inquiries regarding conference room and visitor office reservations, etc. May be required to handle light administrative and concierge duties such as faxing, copying, arranging for ground transportation and dining reservations, etc.
The Guest Services Specialist handles reservation requests from legal and non-legal staff for conference room and/or visitor room use, prioritizing requests and reserving, confirming and reassigning conference rooms in order to meet changing needs. Successful candidate will enter food, beverage and multimedia information in conference room management software and distribute confirmations to appropriate parties, and maintain conference room logs and other records as assigned. Works closely with reservationists when booking conference rooms to schedule and submit firmwide meetings and events to the Master Calendar, and submits updates to Firm Meetings and Events Calendar with local events as soon as they are booked and/or canceled. Coordinates event and meeting requirements with food service personnel, external caterers, audio-visual personnel and other necessary staff to process requests, and may be required to coordinate after hours meals service for attorneys and staff working late, including the processing of related invoices. Additionally, maintains cleanliness and appearance of reception area and conference rooms, may handle occasional room set-ups, and will place and follow-up on service calls to building management and maintain associated logs and records. This position participates in departmental project teams and task forces designed to streamline workflow and/or resolve issues, and assists with various firm and/or departmental projects and initiatives as assigned. The highest level of confidentiality of all Firm records and files is required.
Associate’s Degree or equivalent technical knowledge and 1-2 years of related customer service and/or reception experience is required as well as excellent organizational, communication, interpersonal and customer service skills. Successful candidate will have proficient personal computer skills and knowledge of firm software including word processing, spreadsheet, email, database and meeting room management programs.
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Bingham McCutchen - 15 months ago