Guest​/Office Services Specialist

Position Summary

The Guest/Office Services Specialist is a client‑facing role responsible for delivering exceptional front‑of‑house service while supporting core office services operations. This position serves as the first point of contact for clients, visitors, and personnel, ensuring a welcoming and professional environment while managing document production, mail services, and general office support.

• Greet and assist clients, visitors, and personnel in a professional and welcoming manner; serve as primary point of contact in reception and lobby areas
• Answer and direct incoming calls, take accurate messages, and respond to inquiries with a high level of customer service
• Manage visitor intake, including adherence to security protocols and visitor registration procedures
• Coordinate guest needs, including conference room access, hospitality requests, transportation arrangements, and general concierge services
• Maintain a polished reception area and ensure a professional environment at all times
• Build familiarity with frequent visitors and provide personalized service where possible

• Coordinate conference room scheduling, setup, and breakdown, including catering and technology requirements
• Monitor meeting activity and proactively address scheduling conflicts or special requests
• Provide on‑site support for meetings and events, including greeting attendees and issuing/collecting badges
• Conduct routine walkthroughs of conference and common areas to ensure cleanliness, organization, and readiness
• Partner with executive assistants and other staff to support meetings, seminars, and firm events

• Perform high‑volume document production, including copying, printing, scanning, binding, and finishing work
• Ensure quality control of all produced materials and meet established deadlines
• Manage incoming work requests, prioritize workflow, and communicate status updates to requestors
• Coordinate with external vendors for overflow or specialized production work
• Assist with office moves, equipment setup, and evaluation of new office technologies

• Process incoming, outgoing, and interoffice mail
• Prepare, send, receive, and track courier packages (e.g., Fed Ex, UPS, hand deliveries)
• Operate mail and shipping equipment and ensure timely distribution of materials

• Monitor and maintain office supply inventory, including paper, pantry items, and general supplies
• Identify and report facilities issues; coordinate with vendors and building management as needed
• Maintain logs related to facilities, equipment, and service requests
• Assist with s, building access cards, and general administrative tasks (e.g., signage, documents, spreadsheets)
• Serve as a resource for general office and building‑related inquiries

• Deliver a high level of customer service to both internal and external stakeholders
• Communicate effectively across departments to support firm operations
• Maintain knowledge of firm procedures, emergency protocols, and safety requirements (including floor warden responsibilities, if applicable)
• Participate in cross‑training and provide support across service areas as needed
• Perform additional duties as assigned

Job duties and responsibilities are not exhaustive and may be supplemented as necessary.

Experience in Hospitality Management;
High School Graduate or its equivalent work experience.

Two years of experience in the Hospitality service industry; general clerical experience. Minimum of one year of experience on high‑volume copiers. Experience in a law firm Office Services environment preferred.

• Strong customer service skills, the ability to accept accountability for all assigned responsibilities with a high level of diplomacy, the capacity to handle collaboration and competing priorities, timeliness, and positive attitude.
• Must be thoughtful, deliberate and logical, balanced with sufficient assertiveness to navigate the complex nature of the business; possess process management and situational…