Job Details

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 also managing document production, mail services, and general office support. This role requires strong customer service skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The Specialist works closely with attorneys, executive assistants, and administrative staff to support meetings, events, and day-to-day office operations. This position is customer-facing and requires strong communication skills, a customer service mindset, and willingness to take on new projects and learn new skills. Job duties and responsibilities Guest services and 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 Manage visitor intake, including adherence to security protocols and registration procedures Coordinate guest needs, including conference room access, hospitality requests, and transportation arrangements Maintain a polished reception area and professional environment Build familiarity with frequent visitors and provide personalized service Conference center and event support Coordinate conference room scheduling, setup, and breakdown Support catering and technology requirements Monitor meeting activity and address scheduling conflicts or requests Provide on-site support for meetings and events Conduct routine walkthroughs of conference and common areas Partner with executive assistants and staff to support meetings and firm events Office services and operations Perform high-volume document production, including copying, printing, scanning, and binding Ensure quality control and meet established deadlines Manage incoming work requests and prioritize workflow Communicate status updates to requestors Coordinate with external vendors for specialized production work Assist with office moves, equipment setup, and evaluation of new technologies Mail, shipping, and logistics Process incoming, outgoing, and interoffice mail Prepare, send, receive, and track courier packages Operate mail and shipping equipment Ensure timely distribution of materials Facilities and administrative support Monitor and maintain office supply inventory Identify and report facilities issues Coordinate with vendors and building management Maintain logs for facilities and service requests Assist with ID badges, building access cards, and administrative tasks Serve as a resource for office and building-related inquiries General responsibilities Deliver high level of customer service to internal and external stakeholders Communicate effectively across departments Maintain knowledge of firm procedures and safety protocols Participate in cross-training across service areas Perform additional duties as assigned Job duties and responsibilities are not exhaustive and may be supplemented as necessary. Requirements Education High school diploma or equivalent Experience in hospitality management preferred Experience Two years of experience in hospitality or service industry General clerical experience Minimum one year of experience with high-volume copiers Law firm office services experience preferred Skills Strong customer service skills Ability to manage competing priorities with accountability and professionalism Strong communication skills, written and verbal Highly organized with strong attention to detail Ability to multi-task and adapt to change Creative problem-solving skills Ability to meet deadlines and make sound decisions under pressure Professional, discreet, and able to maintain confidentiality Friendly, outgoing, and service-oriented demeanor Proficiency in Outlook, Word, and Excel Ability to learn scheduling and office systems Ability to work independently and as part of a team Ability to interact with individuals at all levels Ability to operate and troubleshoot office equipment Additional information Supervisory responsibilities None Equipment used Personal computer and standard office equipment High-volume copiers, binding equipment, and finishing tools Essential job functions Ability to sit or stand for extended periods Ability to use computers and office equipment Ability to communicate effectively Ability to work extended hours as needed Ability to lift and move materials up to 50 pounds Ability to operate office machinery Working conditions Typical office environment Occasional extended hours based on business needs Pay ranges This represents the presently anticipated low and high end of Reed Smith's pay range for this position. Actual pay may vary based on various factors, including but not limited to location and experience. This is a non-exempt position. The hourly wage range for this role is $26.44 to $29.57, with an estimated annual compensation range of $55,000 to $61,500, based on expected hours. Employee benefits overview Our comprehensive benefits package includes: 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) Paid Family Leave (for eligible Exempt and Non-Exempt staff) Transportation Benefit Back-up Child Care Services College Coach Program Pet Insurance Paid Sick Time (for Exempt staff) Paid Time Off (available to all full-time, non-temporary employees) Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401(k) plan. 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. Qualified candidates only. No search firms.