Business Services Representative

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 Business Services Representative (“BSR”), at the direction of team leadership, is responsible for all aspects of hospitality and service interactions with attorneys, staff, clients and visitors. This role provides first level support for Business Services applications and system issues, working collaboratively with team members in alignment with department goals and adhering to department guidelines. The BSR exhibits a high level of professionalism to ensure that the highest level of support is delivered to all associated with the Client and Visitor Services, Conference and Reception desks.

Primary Responsibilities and/or Essential Functions:

• Maintain knowledge of and demonstrate professionalism in performing responsibilities associated with the Client and Visitor Services, Conference and Reception desks.  Maintain a professional and welcoming environment for Firm attorneys, staff, clients and visitors.  Strive to demonstrate expertise in performing responsibilities associated with the Client and Visitor Services, Conference and Reception desks, and observe and emulate historic decisions at these areas consistent with team leadership decisions.
• Manage visitor arrivals, greeting, announcing and coordinating as needed. Ensure safety by reporting unusual behavior or persons not recognized or verified.
• Answer and route incoming/internal calls in a pleasant, proficient and professional manner.
• Handle all requests quickly, efficiently and professionally with an ultimate goal of exceeding expectations whenever possible.
• Act as an information source and lend assistance to visiting internal clients, resolving issues and/or escalating as appropriate.
• Maintain skills necessary to assist attorneys and clients with arranging travel, transportation and hotel reservations as needed.
• Ensure rooms for visiting attorneys are set up and serve as the point of contact.
• Review daily requirements for rooms, equipment, supplies, catering and personnel.  Coordinate accordingly to ensure rooms are prepped, cleaned, vacated and placed back in booking rotation.
• Maintain Conference Center, CVS, and Reception equipment, supplies and materials.
• On an "as needed basis" respond to requests for conference room reservations in a thorough and timely manner.
• Calmly and effectively assist in emergency situations.  Maintain knowledge of all emergency equipment, location(s) and fire evacuation/emergency procedures.
• Maintain the T-Metrics database and supplemental page information.
• Consistently demonstrate a high level of respectful and inclusive communication. Openly share appropriate information that may affect other shifts and graciously accept and act on feedback.
• Maintain fluency in Firm history, benchmarks, goals, and structure (legal/non-legal departmental structure/leadership).
• Actively participate in training on business service activities and applications.
• Assist with developing and updating training materials, tools, and processes to increase departmental efficiency, including sharing feedback and suggestions.
• Any additional responsibilities as required by management.

Knowledge, Skills & Abilities:

• 3+ years of experience working in a service capacity within a law firm, other legal or hospitality environment preferred
• Excellent communication, both written and oral, listening and interpersonal skills
• Adept at working with different personalities in high-pressure situations, while projecting a poised, patient demeanor and a strong customer service orientation
• Strong initiative; ability to exercise excellent judgment and creative problem-solving skills
• Neat and professional appearance required
• Strong attention to detail and organizational skills, with demonstrated ability to prioritize tasks and follow-through
• Ability to work collaboratively and independently
• Ability to gather, read, interpret, analyze and present information in a resourceful manner
• Advanced proficiency in Microsoft Word, Excel, PowerPoint

Education/Certifications:

• High School diploma/GED required. 
• College degree a plus.

Estimated salary range is $