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 also managing document production, mail services, and general office support. This role requires strong customer service skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

The Specialist works closely with attorneys, executive assistants, and administrative staff to support meetings, events, and day-to-day office operations. This position is a customer-facing role and requires an individual with strong communication skills, a great customer service attitude, and willingness to take on new projects and learn new skills. Job duties and responsibilities Guest Services & Front Desk Operations 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 Conference Center & Event Support 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 Guest Services & Front Desk Operations 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 Conference Center & Event Support 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 Office Services & Operations 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 Mail, Shipping & Logistics 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 Facilities & Administrative Support 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 General Responsibilities 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…