Our client, one of DC's Premier Law Firms, is seeking a Guest Services Representative to join its team on a permanent basis. The Guest Services Representative is responsible for providing consistent, seamless world-class service to all firm personnel and visitors. As the face of our fast-paced Conference Center, this role serves as the central point of contact for office operations and guest interactions, embodying our one team, one firm approach. The position plays a key role in upholding and showcasing the firm's commitment to excellence through superior customer service in all aspects of the job, including answering phones, greeting and guiding guests, and adeptly managing office and meeting logistics. From welcoming visitors to coordinating conference room bookings complete with catering and state-of-the-art technology, this representative provides anticipatory service while simultaneously seeking opportunities to exceed expectations. The ideal candidate possesses an exceptional customer service orientation, demonstrates professional etiquette, and has excellent verbal and written communication skills. They must be adaptable and thrive in our fast-paced, entrepreneurial environment. The ability to work collaboratively within a team, handle multiple priorities, and perform well under pressure is essential. Responsibilities also include submitting building maintenance requests, preparing conference center invoices, and ensuring a secure environment in the reception and lobby areas. The successful candidate will be punctual, maintain a professional appearance, and contribute to the overall success of the firm by consistently elevating the experience of our guests and colleagues. ESSENTIAL FUNCTIONS Duties and Responsibilities Conference Center Space:
- Reserve conference rooms and visiting offices in the Event Management System based on needs and requests
- Coordinate complex scheduling demands, prioritizing and resolving conflicts as they arise
- Communicate effectively with stakeholders to understand their meeting requirements and provide appropriate solutions to address their needs
- Optimize room utilization by proactively inspecting conference rooms daily to ensure availability, cleanliness, and that they are properly stocked with supplies
- Collaborate with internal and cross-departmental teams to ensure rooms are well-equipped and maintained in areas of catering, audio visual, facilities and
- Maintain accurate records of all reservations, ensuring data integrity and accessibility
- Place daily food orders for conference rooms
- Prepare and inspect visitor offices daily
- Open and close reception area
Guest Services:
- Greet guests, clients and personnel in a professional, friendly and hospitable manner
- Control security access functions in the conference space when checking in guests by verifying identification, issuing visitor passes directing guest to the conference center and by observing and reporting any unusual or suspicious persons or activities
- Direct and escort visitors to the correct conference room or visiting office
- Assist conference center visitors with light secretarial duties (printing, scanning, copying, car service, hotel, restaurant, etc.)
Administrative:
- Professionally administer all incoming telephone calls and take accurate messages
- Maintains the reception area in a neat and clean manner at all times
- Read, send, and forward e-mail messages from personal and shared accounts
- Maintain security in lobby and on conference center floors
- Enter visitor names into Property Management database
- Answer general questions regarding space, firm services, and directions to our offices via walking and driving. Should also be able to provide information on local business, e.g., hotel, drug stores, restaurants, shoe repair, bakery, department stores, and coffee shops
- Provide overtime coverage as needed for early morning and afterhours events in lobby, reception, etc.
Other Functions:
- Any other functions/duties as assigned by management
Qualifications & Requirements Education, Work Experience, Skills Education
- Bachelor's degree required
Work Experience
- Two (2) years related experience required
- Background in Corporate Concierge, Hospitality Meeting, Hotel or Conference Center and or Event Planning is preferred
Skills
- Outstanding customer service
- Minimum typing speed of 50 +wpm
- Excellent written and oral communication
- Demonstrate excellent punctuality and attendance with the potential of overtime and schedule change due to work requirements
- Ability to work with minimum supervision
- Ability to work both independently and collaboratively as part of a team
- Ability to handle multiple tasks and ability to work under specific time constraints
Technologies/Software The Midtown Group is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. We are a small, woman-owned business certified by the Women's Business Enterprise National Council (WBENC). Operating from our headquarters in Washington, DC, we provide trusted staffing services nationwide. Our clients include thousands of the most prestigious Fortune 500 companies, law firms, financial organizations, tech innovators, non-profits, and lobbying firms, as well as federal, state and local government agencies.