at White & Case
LawPosted 15 days ago
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**Receptionist (Guest Services Assistant)** at White & Case Warsaw ensures a world-class visitor experience. Key duties include greeting guests, supporting client meetings, and maintaining a polished office environment. Essential skills include native Polish, proficiency in English, strong interpersonal skills, and experience in high-end hospitality or concierge roles. Microsoft Office and videoconferencing tools are required. Offers full-time, on-site role with competitive salary and a 6-month contract renewable indefinitely.
- Compensation
- Not specified
- City
- Warsaw
- Country
- Poland
Currency: Not specified
Full Job Description
Our Warsaw Office of White & Case
At White & Case, we recognize that true success derives from a wealth of diverse individuals acting together as one integrated team. Together we make a mark is not only an adage for us, but we strongly believe in everything it represents and all the responsibilities it puts on us. Therefore, we greatly value the contribution of our non-lawyer staff who have one prevailing goal commitment to excellence.
Each member of our Business Services team is a passionate professional with the highest standards and a devotion to what they do. We mentor and support each other so that every single one of us can excel and enjoy the optimum work experience.
Position Summary
The Receptionist (Guest Services Assistant) plays a key frontline role in delivering a professional, warm and seamless experience to both external visitors and internal colleagues. This position is responsible for creating a positive first impression of the firm by greeting and assisting clients at the door, anticipating their needs and ensuring that every guest feels genuinely cared for from arrival to departure. The Receptionist (Guest Services Assistant) manages meeting room logistics, coordinates with support teams and ensures that all guest service standards are consistently met, including small but meaningful touches such as offering appropriate refreshments, providing umbrellas when it is raining and proactively arranging onward assistance. The Receptionist (Guest Services Assistant) responds promptly to inquiries and requests, supports the smooth running of client meetings and events, and assists with day-to-day administrative and hospitality tasks. Working closely with lawyers, business services staff and external vendors, this role helps maintain a polished office environment, supports effective use of client-facing spaces and contributes to the firms reputation for exceptional, aboveandbeyond service and professionalism.
Duties and Responsibilities
The main duties of the role will include, but not be limited to, the following:
Client / Visitor Service:
- Welcome all visitors in a warm, courteous manner, making them feel comfortable, genuinely cared for and well looked after from the moment they arrive;
- Provide friendly, helpful service to both external clients and internal colleagues, taking ownership of their requests and coordinating any support they need;
- Operate the telephone switchboard and appropriately forward incoming calls, ensuring a polite, professional and helpful telephone manner;
- Arrange taxis and parking spaces for clients and employees when requested, proactively considering onward travel needs and timing.
Meeting coordination:
- Service/prepare conference rooms before and after meetings and provide ongoing support for internal and external meetings, ensuring a high standard of comfort and hospitality;
- Help keep all meeting rooms clean, tidy and presentable at all times, paying attention to details that contribute to a welcoming atmosphere for guests;
- Handle room bookings accurately and efficiently, including changes and lastminute requests;
- Provide support to the Business Development team at in-office and off-site events, including those held outside regular business hours, helping to create a professional, friendly and guestfocused environment.
Administrative tasks:
- Carry out general administration tasks as needed (e.g. settling invoices, ordering office/kitchen supplies);
- Keep up to date with information on building facilities, catering options, local amenities and key contacts so you can handle queries quickly and professionally;
- Suggest improvements to processes and procedures so the service remains efficient and effective;
- Record and settle courier shipments and prepare monthly summaries;
- Record and settle cashless rides (vouchers and iTaxi) and prepare monthly summaries.
Qualifications
- Experience in high-end hospitality, concierge services or executive front desk roles, ideally in environments where going above and beyond for guests is part of the culture;
- Native Polish and a minimum upper intermediate English speaker in order to meet the Warsaw offices business needs as well as collaborate with other offices;
- Familiarity with Microsoft Office (Outlook, Word, Excel) and videoconferencing tools (e.g. Zoom, Teams).
Skills
- Strong interpersonal skills with a professional, polished and genuinely welcoming demeanour suitable for interaction with external and internal clients;
- Natural ability to build rapport quickly, put people at ease and create strong, trustbased relationships with guests and colleagues;
- Demonstrated ability to anticipate guests needs, read what people may require without being asked and proactively offer assistance in a courteous and discreet manner;
- Demonstrate excellent time management skills and the ability to stay calm under pressure when juggling multiple tasks while maintaining a high standard of guest care;
- Excellent internal service provider always finding the best solutions with ability to build relationships at all levels and with all groups (lawyers and Business Services staff);
- Excellent attention to detail, with a genuine focus on creating a warm, homelike atmosphere and ensuring every interaction feels thoughtful and personal.
We Offer
- Work in a supportive, well-integrated and professional team; (on-site full-time, with pre-scheduled rotational shifts: 8:30 am to 4:30 pm and/or 10:30 am to 6:30 pm, set in advance for the entire month);
- Competitive salary and benefits as we value your work and time;
- The first two employment contracts for 6 months each. If you and White & Case wish to continue the cooperation, then the third contract will be indefinite.
This role reports to
Guest Services Team LeaderEqual Opportunities
White & Case is committed to creating a fair workplace. It is our Firms policy to recruit, employ, train, compensate, and promote without regard to race, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.
If you require assistance and/or adjustment to participate in our application and/or interview process, please email us. We will be happy to work with you.
The Firm may modify and amend any job description at any time in its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.
The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.
Note to Recruitment Agencies
Our internal Recruitment team manages all aspects of lateral hiring. All agencies must have signed terms of businessspecific to the relevant officebefore submitting any candidates. CVs or applications sent directly to White & Case partners or employees will also not be considered formal introductions. If you have questions, please contact the relevant Recruitment team. We work with our preferred suppliers when engaging agencies.
Location: Warsaw
Time Type: Full time
