Receptionist/Guest Services Specialist - (Onsite)

Company: Reed Smith LLP
Location: Washington
Posted on: May 29, 2023

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