Guest Services Specialist (Onsite) in Pittsburgh, PA

Law Firm

Pittsburgh, PA

Guest Services Specialist (Onsite) in Pittsburgh, PA

Law Firm Non Legal Department

Min 2 yrs required

No

Job Title: Guest Services Specialist - (Onsite)

Job Responsibilities:
The Guest Services Specialist is responsible for creating a welcoming environment and ensuring a professional atmosphere for clients, recruits, customers, and personnel in the law firm's lobby and main reception areas. The role involves being the first point of contact for visitors, making them feel comfortable, directing them to their appointments, and assisting them during their stay. Key responsibilities include:
- Greeting all visitors and law firm personnel with a smile and maintaining eye contact throughout interactions.
- Answering telephones in a friendly and professional manner, taking accurate messages, and handling or referring questions and requests appropriately.
- Following established procedures for both expected and unexpected arrivals.
- Familiarizing oneself with law firm clients and addressing them by name whenever possible.
- Adhering to security policies and procedures concerning arriving and departing visitors, contractors, and delivery persons.
- Assisting with the creation and distribution of employee ID badges and building access cards.
- Confirming room reservations and bookings.
- Assisting guests with photocopying, printing, scanning, facsimiles, courier packages, and other requests.
- Handling car service requests for visitors and personnel.
- Communicating requests to the appropriate internal support departments.
- Providing a high level of concierge resources and services to guests, including dining recommendations, reservations, and transportation assistance.
- Maintaining the attractive and neat appearance of the reception areas and conducting daily walk-throughs of lobby and conference room spaces.
- Inspecting and evaluating the physical condition of the facility and recommending maintenance, repairs, and furnishings management to the Facilities team.
- Coordinating food removal from conference rooms with Catering and assisting with law firm events when needed.
- Providing support for conference room needs while meetings are in progress and assisting in the preparation and management of large meetings and seminars.
- Performing general office administrative tasks such as creating word documents, spreadsheets, publications, and signage.
- Understanding the law firm's emergency procedures and being prepared to carry out designated tasks in emergencies.

Education and Experience Information:
Education: Experience in Hospitality Management is required.
Experience: A minimum of two years of experience in the hospitality service industry and general clerical experience is required.

Skills:
- Strong customer service skills and the ability to accept accountability for assigned responsibilities with a high level of diplomacy.
- Ability to handle collaboration and competing priorities, timeliness, and a positive attitude.
- A genuine sense of hospitality and commitment to delivering outstanding customer service.
- Punctual, dependable, and dedicated to achieving operational excellence.
- Discreet, ethical, and committed to maintaining a high degree of confidentiality.
- Highly organized, energetic, and able to multi-task and be flexible to change.
- Ability to discern situations with an eye toward continuous improvement.

Other:
Supervisory Responsibilities: None
Equipment To Be Used: Personal computer and other office equipment such as telephone, typewriter, calculator, fax machine, duplicating machine, etc.
Essential Job Functions:
- Ability to deal with stress associated with a fast-paced work environment, handling multiple tasks daily.
- Ability to work well as a member of a team, make judgment decisions, and handle daily responsibilities with little or no supervision.
- Ability to adapt to changing work situations and grasp and apply new ideas.
- Ability to relate and interact with people at all levels within the law firm and with external vendors.
- Requires normal range of hearing and vision.
- Ability to stand, bend, stoop, and reach continuously.
- Ability to lift up to 50 pounds or more.
- Ability to demonstrate manual dexterity sufficient to operate standard office machines.

Working Conditions: Works in a typical office setting and may occasionally be called upon to work hours in excess of the normal daily schedule. The details of the weekly schedule will be discussed further with the direct supervisor.

Salary Information:
Pay Range: The anticipated pay range for this position in Pittsburgh is - per hour. Actual pay may vary based on factors including location and experience.

Benefits Package Summary:
- 401k Plan
- Medical, Health Savings Account, Virtual Health
- Dental and Vision
- Accident, Hospital indemnity, Critical illness
- Life insurance
- Short term and Long term disability
- Flexible Spending Accounts
- Lyra Health EAP
- Paid Family Leave
- College Savings Plan
- Transportation benefit
- Back-up Child Care
- College Coach
- Pet insurance
- Paid time off

The law firm 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 a generous 401 (k) plan. The law firm is committed to equal employment opportunity and provides reasonable accommodations for persons with disabilities. Qualified candidates only. No search firms.