Client Services Assistant at A&O Shearman in district of columbia, Washington DC

Job Description:

A&O Shearman is a new global industry-leading law firm, with nearly 50 offices in 29 countries worldwide. Our fluency in English law, US law, and the laws of the world's most dynamic markets, enables us to provide unmatched insight and seamless delivery to clients. We work on challenging and important deals and disputes that have the potential to shape the future.

We offer exceptional opportunities for our people; opportunities to work for the world's leading businesses; to transform the status quo, and to deliver your best work, helping you and your career to thrive, while delivering unparalleled outcomes for our clients.

Whether you're helping clients solve complex challenges, transforming the ways we manage our business, or ensuring the smooth-running of our operations, this is an environment where you can belong and excel. We provide first-rate training and development, we are committed to diversity, equity and inclusion and we provide support and ways of working that help you optimise your wellbeing.

What truly defines a career with us? We recruit the best and ask for the best of you. And together, we will redefine success.


Role Purpose
The Front of House Client Services Assistant will execute all activities in Reception and Conference Services for the DC office. They will act as an on-site concierge to the DC office, providing high level customized service to meet the distinct needs of both internal and external clients. They are a firm ambassador representing the A&O Shearman brand, it's culture and values. The Client Services Assistant is first point of contact for visitors and employees upon entering our suite. Responsibilities include greeting clients, management of incoming calls and oversight of the conference space. This requires collaborating with A/V Support and business teams/staff (Catering, Facilities, Office Services and IT) as meetings and events are scheduled. FOH fulfills visitor office requests, processes vendor invoices, composes office-wide announcements related to local happenings, coordinates logistics for office events or projects and provides after hours support for social functions and receptions. This role will provide on-site front desk coverage from Monday through Friday, from 830am - 500pm.


Role and Responsibilities
Front of House

• Greets and assists onsite guests with a positive, helpful attitude, providing them with a professional welcome, going above and beyond on their service approach


• Monitors the Front of House mailbox and responds promptly to emails; works directly with the Senior Manager, Operations and Office Operations Specialist to ensure needs are anticipated, communicated and handled promptly and efficiently


• Manages conference room bookings using Condeco, the conference room reservation software, and ensures that all aspects of conference room reservations are completed, (and adjusted as needed), with relevant and accurate information to facilitate successful meetings


• Coordinates planning of all conference room services related to office meetings and events, including coordination with Catering, IT and other departments


• Monitors conference rooms to ensure cleanliness, preparedness, and timeliness of room set ups, food services and audio/visual services, ensuring supplies are restocked and replenished


• Adds guest names to building security to allow entry, updates visitor keycard information in security software


• Handles calls, screening and directing calls to the appropriate persons


• Proactive management of emails, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up


• Works collaboratively with Building Management to schedule office repairs, temperature adjustments, place vendors on the visitor list


• Set up visitor offices, change office nameplates, and assist with visitor requests such as booking restaurants, cars, etc.


• Ensures all departmental forms and logs are completed accurately and thoroughly


• Assists with challenges when they arise and, when necessary, escalates to Management


• Assists Senior Manager, Operations and Office Operations Specialist with miscellaneous and last minute projects


• Perform other duties as assigned

Office Administration Functions

• Handles restroom amenity supply procedures and ensures firm purchasing standards are followed, including sufficient inventory control and cost-effective purchases


• Coordinates officewide activities and events in an effort to promote a positive work environment


• Coordinates with office-related vendors


• Processes invoices for car services, etc.

Audio Visual Support

• Assists in booking virtual or in office Teams, Webex, and Zoom meetings for internal and external clients


• Performs tests in advance of scheduled meetings


• Provides technical support for teleconferences and webinars


• All Client assistants are trained in basic AV support

Back of House Functions

• Client meetings assistance such as copying/scanning/faxing, client interaction and team support


• Assist with set up and breakdown of food and beverages in conference rooms as needed


• Cleaning and disinfection of conference rooms after meetings have concluded


• Sends, receives, and processes faxes by scanning them; makes sure they are delivered to recipients in timely fashion. Double-checks to whom faxes are to be sent -- for example, for some recipients, their faxes should always also be sent to their secretary and/or paralegal


• Handles attorney and professional staff inquiries and requests requiring the assistance and services of the Office Services Department

Key Requirements

• Minimum of 3-5 years of law firm or hospitality experience


• Bachelor's degree preferred, but not necessary


• Strong working knowledge of MS Office 365 including Word, Excel, PowerPoint and Outlook with the ability to learn new software and operating systems


• Flexibility to adjust hours and work the hours necessary to meet operating and business needs including the ability to work overtime


• Display strong organization skills and flexibility to juggle multiple demands


• Demonstrate strong attention to detail and produce high quality / accurate work


• Demonstrates exceptional customer service skills


• Demonstrates effective interpersonal and communication skills, both verbally and in writing


• Ability to handle multiple projects and shifting priorities, and prioritize work, working with a sense of urgency


• Ability to handle sensitive matters and maintain confidentiality


• Ability to proactively resolve issues and demonstrate a high level of client service


• Ability to work well under pressure, and maintain composure, meeting deadlines and adapting to change


• Ability to work well independently as well as effectively within a team


• Show a proactive approach to tasks and situations


• Build successful relationships with fee earners and business professionals


• Ability to work onsite 5-daus a week

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