Weil, Gotshal & Manges
Sr. Business Services Specialist
Weil, Gotshal & Manges, Washington, District Of Columbia, United States, 20001
Weil Administrative Staff Opportunity
Weil seeks the best and brightest talent to join our Administrative Staff team. Our employees are the future of Weil so we invest in their training and development. Our environment embraces and encourages positive-minded professionals who seek to be challenged and acquire knowledge and skills in an atmosphere built on teamwork. Highly skilled and knowledgeable Administrative Staff assist our attorneys in successfully meeting and exceeding client needs and are vital to the overall success of the Firm. Job Description
The Sr. Business Services Specialist ("Sr. Specialist") supports the conference center and all aspects of hospitality and service interactions while ensuring a professional and welcoming environment for all guests. The Sr. Specialist works closely with team leadership to guide and mentor team members in alignment with departmental goals and provide first level support for the conference center. The Sr. Specialist must demonstrate strong initiative, sound judgment, and work independently. Primary Responsibilities and/or Essential Functions: Provide professional client, visitor, conference and reception services by maintaining a welcoming environment, greeting guests
including Firm attorneys, co-counsel, staff and clients, screening visitors, coordinating escorts, and serving as the primary access point for the DC office. Answer and route incoming calls in a pleasant and professional manner using current scripts, transfer calls to intended recipients, dispense approved information, and assist both internal and external clients. Respond promptly to requests and bookings for conference room reservations, coordinating with lateral service departments for timely setups. Adjust schedules to maximize availability. Prepare and distribute conference room schedules. Monitor conference room status, coordinate deliverables to meet deadlines and provide client support as needed by making copies, providing refreshments, arranging transportation, and resolving escalated issues. Communicate updates across shifts and incorporate feedback for improvement. Coordinate catering for meetings by ensuring meals are properly prepared and delivered in a timely manner. Review and process all invoices, payments and reconciliation of catering and related conference center expenses on monthly American Express through Chrome River. Assist in emergency situations (i.e., injured employee(s), building alarms, disturbances, intruders, etc.) calmly. Maintain conference center supplies by managing inventory, reserving offices for visiting attorneys, coordinating with departments, and using software to track daily requirements for rooms, equipment, catering, and personnel. Ensure rooms are properly prepared, vacated, cleaned, and returned to booking rotation. Proactively expand and share knowledge with the team by staying informed on Firm history, benchmarks, goals, and organizational structure (legal/non-legal departmental structure/leadership). Apply the 'Weil Basics' to demonstrate expertise. Analyze service trends and recommend improvements to leadership. Handle additional responsibilities and special projects as determined by team leadership. Draft and circulate the DC Daily newsletter detailing upcoming events, announcements, policies and contacts to the office. Knowledge, Skills & Abilities: 3+ years of experience working in a service capacity within a law firm or legal environment or hospitality environment preferred. Excellent interpersonal skills; ability to work with different personalities in high-pressure situations, and to project a strong sense of customer service and friendliness towards our attorneys, visiting attorneys, clients and all guests to the Firm. Must exhibit patience and understanding under rigid conditions, have good follow-through and creative problem-solving skills. Strong initiative; ability to exercise excellent judgment to make empowered decisions consistent with historic team leadership in out of the ordinary situations; recognize when decisions require team discussion or escalation to team leadership. Requires a neat and professional appearance. Very strong communication skills; strong attention to detail. Team player; ability to work cohesively with cross-departmental groups. Strong leadership skills; inspires the confidence and cooperation of others. Desire and ability to work with and quickly learn new technologies. Must be able to analyze and interpret software variances and how they impact the daily process. Produce team reports, as assigned. Analyze collected data and make suggestions for evolving services/processes and/or additional reports. Strong organizational skills; ability to prioritize tasks and juggle multiple priorities. Advanced proficiency in Microsoft Word, Excel, PowerPoint and Chrome River. Education/Certifications: High School diploma/GED required. College degree a plus. Estimated salary range is $70,000 - $80,000. Compensation decisions within the range are dependent on the facts and circumstances of each case including but not limited to the individual's skills, experience, and qualifications. Weil, Gotshal & Manges LLP offers a competitive compensation package comprised of base pay and discretionary year-end bonus for eligible employees. Benefits include, but are not limited to medical, dental, vision, disability coverage, life insurance, flexible spending plan and a 401K plan. Weil also offers generous paid time off and holidays. All decisions affecting employment at Weil, Gotshal & Manges LLP are made on the basis of qualification, performance and other pertinent work-related factors, and without discrimination against any person on the basis of race, color, sex, age, religion, national origin, disability, marital status, sexual orientation, gender identity or expression, pregnancy, veteran's status, genetic information or any other legally protected status.
Weil seeks the best and brightest talent to join our Administrative Staff team. Our employees are the future of Weil so we invest in their training and development. Our environment embraces and encourages positive-minded professionals who seek to be challenged and acquire knowledge and skills in an atmosphere built on teamwork. Highly skilled and knowledgeable Administrative Staff assist our attorneys in successfully meeting and exceeding client needs and are vital to the overall success of the Firm. Job Description
The Sr. Business Services Specialist ("Sr. Specialist") supports the conference center and all aspects of hospitality and service interactions while ensuring a professional and welcoming environment for all guests. The Sr. Specialist works closely with team leadership to guide and mentor team members in alignment with departmental goals and provide first level support for the conference center. The Sr. Specialist must demonstrate strong initiative, sound judgment, and work independently. Primary Responsibilities and/or Essential Functions: Provide professional client, visitor, conference and reception services by maintaining a welcoming environment, greeting guests
including Firm attorneys, co-counsel, staff and clients, screening visitors, coordinating escorts, and serving as the primary access point for the DC office. Answer and route incoming calls in a pleasant and professional manner using current scripts, transfer calls to intended recipients, dispense approved information, and assist both internal and external clients. Respond promptly to requests and bookings for conference room reservations, coordinating with lateral service departments for timely setups. Adjust schedules to maximize availability. Prepare and distribute conference room schedules. Monitor conference room status, coordinate deliverables to meet deadlines and provide client support as needed by making copies, providing refreshments, arranging transportation, and resolving escalated issues. Communicate updates across shifts and incorporate feedback for improvement. Coordinate catering for meetings by ensuring meals are properly prepared and delivered in a timely manner. Review and process all invoices, payments and reconciliation of catering and related conference center expenses on monthly American Express through Chrome River. Assist in emergency situations (i.e., injured employee(s), building alarms, disturbances, intruders, etc.) calmly. Maintain conference center supplies by managing inventory, reserving offices for visiting attorneys, coordinating with departments, and using software to track daily requirements for rooms, equipment, catering, and personnel. Ensure rooms are properly prepared, vacated, cleaned, and returned to booking rotation. Proactively expand and share knowledge with the team by staying informed on Firm history, benchmarks, goals, and organizational structure (legal/non-legal departmental structure/leadership). Apply the 'Weil Basics' to demonstrate expertise. Analyze service trends and recommend improvements to leadership. Handle additional responsibilities and special projects as determined by team leadership. Draft and circulate the DC Daily newsletter detailing upcoming events, announcements, policies and contacts to the office. Knowledge, Skills & Abilities: 3+ years of experience working in a service capacity within a law firm or legal environment or hospitality environment preferred. Excellent interpersonal skills; ability to work with different personalities in high-pressure situations, and to project a strong sense of customer service and friendliness towards our attorneys, visiting attorneys, clients and all guests to the Firm. Must exhibit patience and understanding under rigid conditions, have good follow-through and creative problem-solving skills. Strong initiative; ability to exercise excellent judgment to make empowered decisions consistent with historic team leadership in out of the ordinary situations; recognize when decisions require team discussion or escalation to team leadership. Requires a neat and professional appearance. Very strong communication skills; strong attention to detail. Team player; ability to work cohesively with cross-departmental groups. Strong leadership skills; inspires the confidence and cooperation of others. Desire and ability to work with and quickly learn new technologies. Must be able to analyze and interpret software variances and how they impact the daily process. Produce team reports, as assigned. Analyze collected data and make suggestions for evolving services/processes and/or additional reports. Strong organizational skills; ability to prioritize tasks and juggle multiple priorities. Advanced proficiency in Microsoft Word, Excel, PowerPoint and Chrome River. Education/Certifications: High School diploma/GED required. College degree a plus. Estimated salary range is $70,000 - $80,000. Compensation decisions within the range are dependent on the facts and circumstances of each case including but not limited to the individual's skills, experience, and qualifications. Weil, Gotshal & Manges LLP offers a competitive compensation package comprised of base pay and discretionary year-end bonus for eligible employees. Benefits include, but are not limited to medical, dental, vision, disability coverage, life insurance, flexible spending plan and a 401K plan. Weil also offers generous paid time off and holidays. All decisions affecting employment at Weil, Gotshal & Manges LLP are made on the basis of qualification, performance and other pertinent work-related factors, and without discrimination against any person on the basis of race, color, sex, age, religion, national origin, disability, marital status, sexual orientation, gender identity or expression, pregnancy, veteran's status, genetic information or any other legally protected status.