Guest Service Assistant

at  White Case

FIRM SUMMARY

White & Case is an elite global law firm serving leading companies, financial institutions and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be.
With lawyers and staff operating from more than 47 locations, working in virtually every country of the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world’s key financial markets and our strengths in handling complex cross-border work.
It’s not just about our global network of offices and shared services centers; it’s the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It’s one of the reasons we attract and retain cross-border work. And why we attract a diverse group of people.
Our lawyers are globally minded, enterprising, collaborative and committed to excellence. Diversity is a core value of our Firm and it has been recognized with numerous awards and top rankings around the world. Our people represent 90 nationalities and speak 80 languages.

POSITION SUMMARY

Working as part of a team you will act as a host to our external and internal clients to provide an exceptional and world class reception service.
Duties and Accountabilities1

Essential duties of the employee:

• Welcomes all visitors to the office, ensuring a world class guest experience
• Delivers high performance through client service excellence
• Act as a one stop shop for all clients and visitors to the building taking ownership of requests
• Escort guest to visitors’ rooms or meeting rooms, informs appropriate lawyers and employees of their arrival;
• Provide and remove equipment/supplies from client rooms, visitor rooms and internal meeting rooms as required, ensuring the reception areas are tidy at all times;
• Offers refreshments to the guests and delivers food/beverage orders to the meeting room when needed;
• Answers incoming telephone calls professionally, transfers callers promptly and provides accurate information to the callers about the location and presence of firm’s lawyers and employees if needed;
• Liaises with GTS department on maintenance of telephone and switchboard;
• Provides any other teleconference calls services;
• Controls and manages the distribution and return of all visitors temporary security passes;
• Books meeting rooms according to requests, including hospitality, cost-recharging, audio visual and special set up;
• Coordinates internal couriers;
• Orders taxis and informs clients, lawyers and employees of the firm when taxi is arriving; orders meals for office events upon requests;
• Ensure product knowledge on building facilities, catering menus, local amenities, organizational structure and people is up to date and relevant so that all enquiries are dealt with in a professional manner and expedited quickly.
• Covers all shifts (8:30 to 20:00) on a rotational basis
• Wears a uniform and makes sure that his/her appearance always reflects the highest standards of professionalism

QUALIFICATIONS

• Client service focus
• Outstanding communication skills
• Ability to stay calm under pressure when juggling multiple tasks
• Team player
• Strong judgment
• Proactive, resourceful, takes initiative
• Fluency in Italian and English
• 1 year of experience in the legal or hotel industry preferred

• Welcomes all visitors to the office, ensuring a world class guest experience
• Delivers high performance through client service excellence
• Act as a one stop shop for all clients and visitors to the building taking ownership of requests
• Escort guest to visitors’ rooms or meeting rooms, informs appropriate lawyers and employees of their arrival;
• Provide and remove equipment/supplies from client rooms, visitor rooms and internal meeting rooms as required, ensuring the reception areas are tidy at all times;
• Offers refreshments to the guests and delivers food/beverage orders to the meeting room when needed;
• Answers incoming telephone calls professionally, transfers callers promptly and provides accurate information to the callers about the location and presence of firm’s lawyers and employees if needed;
• Liaises with GTS department on maintenance of telephone and switchboard;
• Provides any other teleconference calls services;
• Controls and manages the distribution and return of all visitors temporary security passes;
• Books meeting rooms according to requests, including hospitality, cost-recharging, audio visual and special set up;
• Coordinates internal couriers;
• Orders taxis and informs clients, lawyers and employees of the firm when taxi is arriving; orders meals for office events upon requests;
• Ensure product knowledge on building facilities, catering menus, local amenities, organizational structure and people is up to date and relevant so that all enquiries are dealt with in a professional manner and expedited quickly.
• Covers all shifts (8:30 to 20:00) on a rotational basis
• Wears a uniform and makes sure that his/her appearance always reflects the highest standards of professionalis