Receptionist/Guest Services Specialist - (Onsite)
Company: Reed Smith LLP
Location: Washington
Posted on: May 29, 2023
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Job Description:
US Job Description Firm Information Reed Smith is a global
relationship law firm with more than 1,700 lawyers in 30 offices
throughout the United States, Europe, Asia and the Middle East.
Founded in 1877, the firm represents leading international
businesses, from Fortune 100 corporations to mid-market and
emerging enterprises. Its lawyers provide litigation and other
dispute resolution services in multi-jurisdictional and other
high-stakes matters; deliver regulatory counsel; and execute the
full range of strategic domestic and cross-border transactions.
Reed Smith is a preeminent advisor to industries including
financial services, life sciences, health care, advertising,
entertainment and media, shipping and transport, energy and natural
resources, real estate, manufacturing, technology, and education.
For more information, visit reedsmith.com. Position Summary This
position is responsible for greeting clients, visitors and
personnel in the Washington, DC office. Monitors conference center
during office hours, responsible for booking visitor offices,
conference rooms and assisting with meeting/event coordination, and
performs administrative tasks for clients and visitors as needed.
Also, serves as back-up to administrative and hospitality
specialists assigned to the DC office. Essential Functions
Reception, Lobby Services and General Hospitality Create and
maintain a welcoming environment by maintaining, greeting and
assisting firm visitors and personnel in the conference center.
Answer internal calls and direct them to the appropriate Reed Smith
personnel. Follow established procedures with regards to both
expected and unexpected arrivals. Assign visitor offices to visting
personnel and firm clients. Maintain visitor records, enter visitor
information into building management's Kastle system and announce
visitors upon arrival. Distribute and collect access cards. Handle
transportation requests for visitors and personnel. Meetings and
Conference Rooms Make conference room reservations via EMS
scheduler system. Work with building concierge to book Penthouse
space. Ensure IT and catering are set-up as requested. Manage
conference room reservations and escalate scheduling conflicts as
needed to the director of operations or other appropriate
personnel. Advise appropriate staff members of changes in meeting
room status, special requests, etc. Proactively track conference
room usage to ensure rooms are set-up and cleaned up before and
after use. Provide back-up hospitality support to include setting
up catering and cleaning conference rooms. Assist regional office
services manager in tracking catering supplies and make necessary
order requests. Assist with meeting and event coordination to
include placing catering orders, providing guest lists to building
security, greeting guests upon arrival, assisting with food and
beverage set-up and clean up. Summarize event details for Office
Services, Hospitality and event coordinators. Facilities Services
Submit maintenance requests into building management's Aware
Manager system and track completion, to include communicating with
reporting personnel and escalating issues to director of operations
or other appropriate personnel. Conduct daily walk-through of the
lobby and conference room space to ensure safe, clean, and
organized facilities and report issues/repairs to director of
operations or other appropriate personnel. Understand office
emergency procedures and serve as floor warden for individuals in
the conference center in the event of an emergency. Administrative
Duties Manage PTO mailbox and update respective calendar. Circulate
regional executive assistant's daily coverage emails. Make
effective use of the conference room management/reservation
systems. Scan mail and email recipients. Serve as back-up to the
administrative specialist with updating and circulating office
documents, such as the floor map, phone list, preparing weekly
newsletter and daily/weekly meeting schedule report for office
managing partner. Perform general office administrative tasks such
as preparing check requests and expense reports for business center
completion, creating word documents, spreadsheets and signage.
Other duties as assigned. Requirements Education: Minimum
requirement - high school diploma. Experience: Two years' work
experience in a business or professional services environment.
Skills: Excellent communication, spelling and grammar skills.
Ability to type accurately, articulate clearly, both orally and in
writing. Ability to present self in a professional manner in person
and over the telephone. Working knowledge of Microsoft office.
Other Supervisory Responsibilities: None Equipment To Be Used:
Personal computer and other office equipment such as telephone,
calculator, fax, machine, copier, scanner, etc. Typical Physical
Demands: Physical demands commensurate with job duties. Typical
Mental Demands: Able to work effectively in a fast paced
environment. Make judgment decisions and adapt to changing work
situations. Grasp and apply new ideas. Communicate with various
personalities at all levels. Working Conditions: Works in typical
office setting. Occasionally called upon to work hours in excess of
your normal daily schedule. Reed Smith offers a challenging work
environment, business casual dress code and a total compensation
package that includes a competitive salary, flexible benefits
program, tuition assistance, and generous 401 (k) plan. Reed Smith
is an Equal Opportunity Employer. Reed Smith's success depends
heavily on the effective utilization of qualified people,
regardless of their race, ancestry, religion, color, sex, age,
national origin, sexual orientation, gender identity and/or
expression, disability, veteran's status, or any characteristic
protected by law. As a firm, we adhere to and promote equal
employment opportunity for all. Reed Smith provides reasonable
accommodations for persons with disabilities, including in the
application and interview process. Qualified candidates only. No
search firms. PDN-993351e1-4591-4b7e-a62c-8050fd488288
Keywords: Reed Smith LLP, Washington DC , Receptionist/Guest Services Specialist - (Onsite), Administration, Clerical , Washington, DC
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