Concierge/Receptionist
Monday-Friday | 8:30 AM - 5:30 PM | 1-hour lunch break
Pay: $26.50-$27
We are seeking an exceptional Concierge/Receptionist to be the welcoming face of our firm. This individual will play a vital role in creating a positive and professional guest experience while providing outstanding service to our attorneys, staff, and clients. As the first point of contact, you will have a unique opportunity to make a lasting impression by ensuring a seamless and enjoyable visit for everyone.
Key Responsibilities
Guest Experience
- Welcome and check in guests, including clients, vendors, and attorneys from other offices, ensuring a smooth and efficient process.
- Coordinate guest reservations through our building's visitor management system and internal calendar, ensuring all relevant details are shared before arrival.
- Notify relevant teams about expected VIP guests and ensure reception coverage as needed.
- Provide exceptional service, including offering refreshments, assisting with Wi-Fi, and ensuring comfort during their visit.
- Facilitate the retrieval of access cards and provide last-minute assistance as needed upon guest departure.
Meeting Rooms & Hoteling Offices
- Manage conference room and hoteling office bookings in our scheduling system (EMS), including catering and AV requirements.
- Communicate event details to the relevant teams and confirm all arrangements with internal clients the day before.
- Resolve booking conflicts, manage last-minute requests, and ensure all spaces are refreshed post-use.
- Update and maintain the guest list, ensuring all room assignments and details are accurate and well-communicated.
Switchboard & Administrative Support
- Answer calls, transfer inquiries, and perform necessary intercom announcements.
- Update internal calendars, provide telephone directory edits, and adhere to the service of process protocol.
- Manage the office floral arrangements and assist with special requests such as gifts, flowers, and treats.
- Prepare daily announcements and submit expense receipts to the Operations Manager.
Internal Client Service & Operations
- Track and manage guest access cards and assist with general office maintenance and HVAC requests.
- Coordinate food orders for meetings, ensuring dietary preferences are respected and orders are accurate.
- Ensure timely invoicing and processing for food-related expenses.
Parking & Transportation
- Provide parking validations and schedule taxi or car services as needed.
- Manage and track the parking validation log and ensure accuracy at the month's close.
Office Events Support
- Assist in coordinating catering for office events, from menu selection to liaising with vendors and adjusting for dietary restrictions.
- Create tent cards for food stations and ensure all event logistics are in place.
Additional Responsibilities
- Maintain a clean and organized lobby and reception area, ensuring it always looks its best.
- Assist with filing fitness center waiver forms, provide backup support to guest services, and participate in special projects as assigned.
Qualifications
- A pleasant, professional demeanor with a strong customer service orientation.
- Exceptional organizational skills with the ability to multitask and prioritize in a dynamic environment.
- Strong communication skills with attention to detail.
- Ability to remain calm under pressure, work independently, and adapt to changing demands.
- Intermediate knowledge of Microsoft Outlook; basic knowledge of Microsoft Word and Excel.
- Bilingual skills are a plus.
- Flexibility to work overtime when needed.
- High school diploma or equivalent required.
- 2 years of prior experience as a Concierge/Receptionist in a professional services environment.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.