Guest Services Representative

Guest Services RepresentativeCooley is seeking a Guest Services Representative to join the Facilities/Office Services team.Position summary:  The Guest Services Representative position plays a critical role with a focus on establishing effective work relationships with clients, attorneys, business professionals and providing exceptional customer service to all clients, guests and employees. Meeting assistance may include making arrangements with food services vendors, and coordinating with Operations, Guest Services and other departments to ensure that all requests for space, catering and AV/technology equipment are managed well and services are provided seamlessly.  This role will also perform various and other routine administrative duties. Specific duties include, but are not limited to, the following: Position responsibilities:  Answer telephones clearly and concisely, using a friendly and professional tone for attorneys/business professionals/clients and direct callers as requested or to voice mail, when appropriateCheck general voice mailbox daily and forward messages to the appropriate attorney or other business professional membersGreet everyone with enthusiasm and a welcoming attitude and record/log visiting attorneys and personnel from other Cooley offices and inform local Technology and Office Services team members of such visitorsEscort guests, as needed to conference roomSchedule visiting offices and coordinate with Administrative Services Manager or Director of Administration to confirm secretarial/practice team assistant support assignment, as neededMaintain and update reservation details and other logistics in firm provided software (Zoom, etc.) for conference rooms. Work closely with the Guest Services, Office Services and Technology teams to ensure meetings run smoothly. Respond promptly to conference room requests or questions, providing excellent customer service when resolving issuesCollect information to register visitors for building access, input information and send confirmation/access emails, as neededCoordinate logistical requirements for all in-house functions serving as the office contact for meetings and coordinating appropriate meal or beverage set-upsAssist clients and attorneys with local restaurant reservations, as neededAssist clients and/or visitors with local transportation needsMaintain and update office floorplan of all office assignmentsCollaborate with Director of Administration, Associate Director of Operations, Operations Manager or Guest Services Manager, for resolution when conference schedule conflicts arise, solve challenges and provide excellent hospitalityKnowledgeable of all personnel and departments in the office. Utilize appropriate resources to provide information regarding personnel and departments in other offices of the firmKnowledgeable of all office wide amenitiesMaintain a neat and orderly reception areaMaintain a secure environment at reception area and floor entra...