Guest Services Representative

Job Title: Guest Services Representative

Location: San Diego, CA

Salary Pay Range and Other Compensation: $56,160-$68,640

Schedule: 9:00am-6:00pm

Position Summary

We are seeking a Guest Services Representative to provide exceptional hospitality and administrative support in a professional office environment. This highly visible role serves as the first point of contact for clients, visitors, attorneys, and employees, ensuring a welcoming and seamless experience for all guests. The Guest Services Representative will coordinate conference room scheduling, visitor management, meeting logistics, and office support functions while maintaining a professional and secure reception area.

The ideal candidate is customer-focused, detail-oriented, and thrives in a fast-paced environment while delivering outstanding service and support to both internal and external stakeholders.

Essential Duties and Responsibilities

• Answer incoming telephone calls in a professional, courteous, and efficient manner and direct callers appropriately.

• Monitor general voicemail boxes and forward messages to the appropriate personnel.

• Welcome clients, visitors, and employees with a professional and friendly demeanor.

• Register and log visitors and notify appropriate personnel of arrivals.

• Escort guests to conference rooms and meeting spaces as needed.

• Coordinate office visits and support arrangements for visiting employees and business professionals.

• Manage conference room reservations and maintain meeting schedules using company-approved software platforms.

• Collaborate with Guest Services, Technology, Operations, and Facilities teams to ensure meetings and events run smoothly.

• Respond promptly to conference room requests, scheduling conflicts, and service-related inquiries.

• Collect and process visitor information for building access and distribute access confirmations as required.

• Coordinate meeting logistics, including catering, beverages, room setup, and hospitality services.

• Assist clients and visitors with restaurant reservations and local transportation arrangements.

• Maintain and update office seating charts and floor plans.

• Serve as a resource for office personnel, departments, amenities, and firm services.

• Maintain a clean, organized, and professional reception area.

• Ensure building and office security protocols are followed and maintain visitor access records.

• Manage security badge and key logs for employees and visitors.

• Coordinate facility maintenance requests and communicate with building management regarding office maintenance needs.

• Draft and distribute daily visitor communications as needed.

• Perform additional administrative and operational duties as assigned.

Additional Responsibilities

• Assist with ordering and maintaining office supplies, stationery, and related materials.

• Support emergency preparedness and workplace safety initiatives, including drills, training, and inventory management.

• Process and code vendor invoices.

• Maintain and update local office intranet or communication resources.

• Stay informed of office events, activities, and initiatives and provide information to employees as needed.

• Support office-wide events, meetings, and special projects.

Qualifications

• High school diploma or equivalent required.

• Bachelor's degree preferred.

• Prior customer service, receptionist, concierge, hospitality, or administrative support experience preferred.

• Previous law firm or professional services experience preferred.

• Proficiency with Microsoft Office Suite and the ability to learn additional business applications.

• Experience using scheduling, meeting management, or document management systems is a plus.

• Ability to work overtime as needed.

• Familiarity with domestic and international telephone systems preferred.

• Strong organizational skills with the ability to manage multiple priorities and deadlines.

• Excellent verbal and written communication skills.

• Strong customer service orientation and professional presence.

• Ability to maintain confidentiality and exercise discretion.

Knowledge, Skills, and Abilities

• Exceptional interpersonal and relationship-building skills.

• Strong attention to detail and follow-through.

• Ability to remain calm, professional, and adaptable in a fast-paced environment.

• Excellent problem-solving and conflict-resolution abilities.

• Ability to collaborate effectively across multiple departments.

• Strong time management and organizational skills.

• Ability to provide a high level of hospitality and client service.

• Commitment to maintaining a professional, secure, and welcoming office environment.

Work Environment

• Professional office environment.

• Frequent interaction with clients, visitors, and employees.

• Position may require occasional overtime to support business needs and special events.

Benefits

Comprehensive benefits package available, including medical, dental, vision, retirement savings plans, paid time off, and professional development opportunities.

Eastridge Workforce Solutions is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic under applicable law.