JOB SUMMARY
Provides administrative support to a department or office location. Provides support for reception and guest services, mail services, phone, meeting rooms and location services.
ESSENTIAL DUTIES AND RESPONSIBILITIES
* Receives and directs incoming calls to appropriate personnel and voicemail.
* Greets and announces clients, applicants, and visitors. Follows security procedures for recording guests, suppliers, and other visitors. Arrange escorts as needed. Issues visitor passes and validates parking.
* Assists with scheduling and preparing meeting and conference rooms. Coordinates setup of conference/meeting rooms. Arranges for and reserves projectors and other meeting equipment, ensuring equipment is in good operating condition. Arrange video and/or web conferencing as needed.
* Coordinates catering for meetings and events. May negotiate pricing and menus. Secures approvals for catering expenses and reviews invoices to arrange billing to the appropriate department or business unit.
* Performs general clerical duties associated with distributing office faxes, packages, and mail as required. Uses tracking systems to record inbound and outbound courier, freight, and mail. Meters mail. Arrange messenger service as needed. Follows location security procedures for screening inbound deliveries.
* Orders office supplies and other common-use items for the location, such as cafe supplies, equipment toner, printer paper, freight, shipping supplies, etc.
* Maintains neat appearance of reception area, conference rooms cafe, and other common areas. Requests building and housekeeping services as needed. Periodically inspects common area equipment to ensure good operating conditions. Arrange equipment service as needed.
* Maintains records and logs of service requests and tracks their status.
* Maintains a file of services including transportation sources, accommodations, and referral contacts. May arrange convenience/hospitality services for guests such as transportation, tickets, reservations, etc.
* Performs other duties as assigned.
SUPERVISORY RESPONSIBILITIES
No formal supervisory responsibilities in this position.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE
HS Diploma or GED required. Prior Front Desk, Concierge, customer service or other hospitality experience preferred.
CERTIFICATES and/or LICENSES
None.
COMMUNICATION SKILLS
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor with a strong, professional customer service orientation.
FINANCIAL KNOWLEDGE
Ability to calculate simple figures such as percentages.
REASONING ABILITY
Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
OTHER SKILLS and ABILITIES
Intermediate skills with Microsoft Office Suite. Ability to work flexible work schedules based on office needs.
SCOPE OF RESPONSIBILITY
Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
