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. 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 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., FedEx, 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 ID badges, 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 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. Requirements Education Experience in Hospitality Management; High School Graduate or its equivalent work experience. 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. Skills 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 assessment/analysis skills. A genuine sense of hospitality, with a commitment to delivering outstanding customer service in all aspects of the position. Punctual, dependable, and dedicated to achieving operational excellence, down to the smallest of details. Discreet, ethical, and committed to maintaining a high degree of confidentiality. A consistently professional approach, with a mindset to take ownership and responsibility within and outside one’s job domain. Must be highly organized and energetic and possess the ability to get the job done. Must be able to multi‑task and be flexible to change. Ability to discern situations with an eye toward continuous improvement. Excellent communication skills, both written and oral, i.e., effective explanation, timely communication, positive messaging. Ability to develop cooperative and strong relationships with the diversified clientele. Creative problem solving skills, i.e., utilizing team, innovative approach, accepting support, etc. Ability to meet deadlines and make sound decisions, sometimes under stress. Friendly, outgoing, and inviting personality. Working knowledge of Outlook, Word, and Excel. Ability to learn electronic conference room scheduling system. Effective time management skills, i.e., multi‑tasking and prioritization. Ability to work well as a member of a team and make judgment decisions and handle daily responsibilities with little or no supervision. Ability to relate and interact with people at all levels within the Firm and with vendors. Be able to program, operate and trouble‑shoot low/high speed and color copiers. Additional Information Supervisory responsibilities: None. Equipment used: Personal computer and other office equipment such as telephone, typewriter, calculator, fax machine, duplicating machine, high‑volume copiers, binding equipment, paper drill and cutter; facsimile machines, and postage. Essential Job Functions Ability to sit or stand for extended periods and perform tasks requiring prolonged and/or extensive computer and office machine use. Ability to use computers, telecommunications, and digital collaboration tools to perform core job responsibilities. Ability to communicate effectively. Ability to work extended hours as required to meet project, client, or business needs. Ability to fulfill physical demands consistent with job duties, including bending, lifting, and moving equipment or materials weighing up to a maximum of 50 pounds, as required. Ability to demonstrate manual dexterity sufficient to operate standard office machines such as high speed copiers (being able to clear jams as they occur), binding equipment, paper drill, paper cutter, and cost accounting system. Ability to work on site. Working Conditions Works in a typical office setting. Occasionally called upon to work hours in excess of your normal daily schedule. The details of your weekly schedule will be discussed further with your direct supervisor. Pay Ranges This is a non‑exempt position. The hourly wage range for this role is $23.08 to $26.20, with an estimated annual compensation range of $48,000 to $54,500, based on expected hours. Actual pay may vary based on various factors, including but not limited to location and experience. Employee Benefits Overview 401(k) Retirement Plan Medical Insurance Health Savings Account (HSA) Virtual Health Services Dental Insurance Vision Insurance Accident Insurance Hospital Indemnity Insurance Critical Illness Insurance Life Insurance Short‑Term Disability Coverage Long‑Term Disability Coverage Flexible Spending Accounts (FSA) Lyra Health Employee Assistance Program (EAP) EEO Statement Reed Smith is an Equal Opportunity Employer with Core Values of Integrity, Excellence, Teamwork & Respect, Innovation, and Impact. Reed Smith also provides reasonable accommodations in accordance with law, including in the application and interview process. #J-18808-Ljbffr