Guest/Office Services Specialist (Boston)

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 troubleshoo]]>