Guest Experience Coordinator

Akin Gump Strauss Hauer & Feld LLP; San Francisco (CA); On-site; USD 65,000 - 75,000; Full time

Job summary

Akin Gump Strauss Hauer & Feld LLP is seeking a Guest Services Specialist to support our San Francisco office, reporting to the Office Administrator. Responsibilities include managing the reception area, kitchen, pantry, front of house conference rooms, visitor coordination, mail, and IT/AV assistance.

Ideal candidates have 2–4 years in a professional services environment, excellent telephone and written communication skills, and strong organizational abilities.

Qualifications

• High School Diploma or equivalent.
• Two to four years of experience in a professional services environment preferred; Office Services, Catering, or Conference Services experience is a plus.
• Excellent articulate telephone manner plus very strong oral and written communication skills.
• Thorough knowledge of office procedures for conference room scheduling and food service ordering.
• Strong service orientation and interpersonal skills.
• Ability to handle difficult situations with discretion, tact, and diplomacy.
• Familiarity with office space (location of specific departments, offices, conference rooms, etc.).
• Ability to operate office equipment and technology, including telephone, intercom, computers, copiers and postage machine.
• Ability to read, comprehend, and follow instructions.
• Ability to respond to changing priorities.
• Ability to prioritize many tasks simultaneously and seek assistance when necessary.
• Ability to work with a wide range of people in a team setting.
• Ability to establish effective working relationships with clients, vendors, and others outside the firm.

Responsibilities

• Serve as primary contact for general administrative, visitor and meeting/event inquiries.
• Open the office: light cleaning/organizing kitchen and front of house areas, restocking supplies and other tasks.
• Answer telephones (internal and external calls); manage call screening, routing and messages.
• Prepare a wide variety of correspondence, memos/letters, and email in response to routine questions.
• Manage reservations of visitor offices and conference rooms, including bookings in scheduler/programs.
• Coordinate all conference room service functions and room setups.
• Maintain stocking of pantry and ensure kitchen equipment is in proper working order.
• Coordinate room setups to include meals, refreshments, and any audio-visual needs.
• Distribute and track visitor keys and access cards with OA’s approval.
• Process invoices and expenses in Chrome River.
• Process, prepare, and distribute incoming and outgoing mail.
• Assist with planning and execution of internal events.
• Serve as Guest Services Specialist for special office events and direct guests to destinations.
• Coordinate with building management on work orders and security concerns.

Job description

Akin Gump Strauss Hauer & Feld LLP is seeking a Guest Services Specialist to support our San Francisco office, reporting to the Office Administrator. Responsibilities include managing the reception area, kitchen, pantry, front of house conference rooms, visitor coordination, mail, and IT/AV assistance.

Ideal candidates have 2–4 years in a professional services environment, excellent telephone and written communication skills, and strong organizational abilities.