Additional Information
Guest Services Representative Cooley is seeking a Guest Services Representative to join the Seattle office.
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 appropriate
Check general voice mailbox daily and forward messages to the appropriate attorney or other business professional members
Greet 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 visitors
Escort guests, as needed to conference room
Schedule visiting offices and coordinate with Administrative Services Manager or Director of Administration to confirm secretarial/practice team assistant support assignment, as needed
Maintain 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 issues
Collect information to register visitors for building access, input information and send confirmation/access emails, as needed
Coordinate logistical requirements for all in-house functions serving as the office contact for meetings and coordinating appropriate meal or beverage set-ups
Assist clients and attorneys with local restaurant reservations, as needed
Assist clients and/or visitors with local transportation needs
Maintain and update office floorplan of all office assignments
Collaborate 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 hospitality
Knowledgeable of all personnel and departments in the office. Utilize appropriate resources to provide information regarding personnel and departments in other offices of the firm
Knowledgeable of all office wide amenities
Maintain a neat and orderly reception area
Maintain a secure environment at reception area and floor entrances, ensuring that clients or guests, including former employees, do not enter our space without approval
Maintain security badge log (new hires, temporary loaner keys, etc.)
As part of the Facilities team, work with on-site property manager to arrange for general facility maintenance including light bulb replacement, temperature adjustments and other issues. Submit work orders for maintenance issues to building management as needed
All other duties as assigned or required
Other responsibilities (where applicable):
Assist purchasing function; place order with supply vendor and manage special request for supply items. This includes office supplies and stationery items (letterhead, business cards, etc.)
Assist Facilities/Office Services with Emergency Preparedness plan, including, but not limited to: maintenance of safety and disaster recovery plan, handling emergency food inventory, assisting with fire drills, emergency team recruiting and employee safety training
Process and code vendor invoices
Serve as content coordinator for CooleyNet local office web page, ensuring that it is consistently up-to-date, helpful, innovative and useful as a resource to the office
Maintain awareness of all internal office/department wide events/activities with the ability to direct employees to the appropriate source for additional information for the event/activity (e.g., socials, special events, milestones, or such)
Draft and/or circulate daily office visitor email
Cooley · Seattle