Receptionist Job at Forrest Solutions in Los Angeles

Title: Receptionist
The work schedule is 8:00 to 5:00, Monday through Friday with a one-hour lunch. 

This role is the face of the firm in greeting firm guests and interacting with existing attorneys and staff while providing an outstanding customer service experience. The candidate must maintain a visible and professional presence at all times in performing the following duties.

Duties & Responsibilities

The Guest Experience

Add guests (clients, vendors and firm attorneys and staff from other offices) into building visitor management system and client’s internal calendar

Reserve hoteling offices and conference rooms in EMS (room scheduling software) and send welcome email and all relevant details to guests prior to their arrival.

Alert Guest Services regarding expected guests and VIPs.

Communicate the needs of guests who need to arrive early to office management to ensure adequate Reception coverage.

Greet guests and inform the host of their arrival.

Assist with storing guests’ personal items at Reception and escort guests to their meeting location.

Offer refreshments and provide a security access card and parking validation if applicable.

Assist with accessing the guest Wi-Fi and advice regarding location of common areas such as restrooms and pantries.

Connect with guests upon departure to retrieve guest access cards and assist with last minute requests.

Meeting Rooms (Conference Rooms & Hoteling Offices)

Review upcoming events for the week in EMS and communicate same and related requests to LA Guest Services.

Alert LA Guest Services of any “day-of” updates by checking EMS every half hour.

Review the guest list for the week and email (office-wide distribution list) including guests’ names, dates in the office, and their assigned hoteling office.

Reserve rooms and offices in EMS for meetings and office events and include catering and AV requests. Communicate these requests to relevant parties and reconfirm all details with the internal client the day before.

Resolve conflicts with regards to changing needs of a reservation or switching meetings/events to another room.

Advise LA Guest Services when meetings have ended, if a room needs to be refreshed or if there are last-minute requests.

Advise the Global Operations Support Team regarding any changes to the firm’s hoteling app.

Create name labels for name plates in hoteling offices.

Notify LA Guest Services team of changes in hoteling office assignments.

Switchboard

Answer/transfer calls and perform intercom announcements as needed.

Provide telephone directory edits to Global Guest Services Support Team.

Update the LA Intranet Calendar as applicable.

Adhere to Service of Process protocol as it relates to subpoenas.

Send daily “Events Announcement” email to office-wide distribution list.

Submit p-card receipts to Operations Manager.

Receive weekly office floral arrangements.

Order flowers, gifts, and other treats as requested.

Send updates to the firm's intranet page.

Internal Client Service

Assign and track guest access cards when assigned cards are misplaced and send daily guest card log to Operations Manager.

Enter general maintenance and HVAC requests into the building’s facilities management system.

Send Back-Up PA e-mail to attorneys, PA’s and LA Guest Services on Mondays and Fridays.

Manage the signing/retrieval of attendance sheets re: CLE training sessions.

Order food for meetings in conference rooms keeping specific dietary and cuisine requirements.

Update the corporate Grubhub account regarding the details of each expense and listing client matter numbers as applicable.

Follow-up with food providers to reconfirm the order, delivery time and headcount.

Send invoices from food vendors and fruit orders not charged to the p-card to firm’s invoice team. for processing.

Parking & Transportation

Provide taxi vouchers and keep track of inventory.

Schedule car service via the firm’s approved travel service upon request.

Provide parking validations.

Count the parking validations each morning and evening and compare the parking validations log for any discrepancies.

At the end of the month, send the parking validations log to the Data Control Department.

Office Events

Assist Catering Manager with menu selection and food orders for internal office events, including interfacing with restaurants and caterers to request sample menus, and editing the menus as necessary to accommodate dietary restrictions and preferences.

Create tent cards for food provided at events.

Additional Responsibilities

Place the Wall Street Journal on the coffee table in the lobby.

Maintain the lobby and Reception desk in an organized manner.

File fitness center waiver forms and rules & regulations forms.

Backup to Guest Services Associates as needed.

Special projects and other duties as assigned by office management.

Qualifications

A pleasant and professional demeanor and an aptitude for client service.

Ability to thrive in an environment where priorities are constantly changing.

Effective time management and conflict resolutions skills.

Attention to detail.

Ability to prioritize, organize and follow-up effectively.

Ability to remain calm under pressure and work with minimum supervision.

Intermediate level knowledge of Microsoft Outlook and related workspaces.

Basic level knowledge of Microsoft Word and Excel.

Good command of the English language. Bilingual skills are a plus.

Flexibility to work overtime as needed.

High School diploma or equivalent.

2 years of prior Concierge/Reception experience in a professional services environment.

Forrest Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.