Cooley

Guest Services Representative

Palo Alto · Contract

Sponsorship not specified$30k-$36kDetected 27 days ago

LogisticsCustomer SupportCritical ThinkingAdaptabilityMicrosoft Office

About the role

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.
Specific duties include, but are not limited to, the following:

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.
Collect information to register visitors for building access, input information and send confirmation/access emails, as needed
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
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.)
Submit work orders for maintenance issues to building management as needed
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.)

After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
Available to work overtime, as required
Familiarity with making international and long-distance calls to enable the receptionist to assist clients, guests or firm personnel
All other duties as assigned or required

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.

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.

This listing is sourced directly from Cooley's careers page and normalized into a canonical job model.