Workplace Experience Receptionist

Job Description

• Engage visitors, employees and callers in a way that makes them feel warmly welcomed and assisted in a helpful and timely manner
• Sense and Serve: Connect with customers and support teams to proactively anticipate needs, identify issues and deliver creative solutions
• Works across teams to proactively communicate and prepare for all events, to anticipate and address concerns, and to ensure events operate without incident

• Act as a central point of contact and knowledge, providing information and wayfinding for the campus, services and activities
• Register and assign guest passes and notify appropriate individuals of guest arrivals
• Assist with conference room booking support, IT trouble-shooting, booking taxi service and a range of other services
• Actively monitor and maintain front desk and building surroundings to ensure an environment that is safe, clean, organized and reflects brand standards
• Create tickets to report custodial, maintenance, safety and security concerns through the appropriate channels
• Implements and monitors standards of service to meet and exceed expectations and looks for opportunities to improve efficiencies across hospitality operations and expenditures

• Consistently creating new opportunities to bring delight into the workplace through engagement, events, and surpassing the expected
• Familiar with all services within the facility and works with facilities management and human capital teams to facilitate hospitality approach across services
• Keeps a finger to the pulse of the community (including surrounding area: theatre, sports, concerts, shows, special exhibits, sightseeing) and establishes close contacts with vendors in these areas in order to provide information, ticketing, and reservations for office visitors and employees

• Must be highly personable and demonstrate professionalism and brand passion
• Must be positive, flexible and team-focused
• Must be responsible to do the right thing in the right way
• Must be a self-starter with strong organizational and multi-tasking skills
• Must possess good judgement in decision-making and be able to prioritize what's most important 
• One year of hospitality or customer service preferred.

 

RESPONSIBILITIES  

This position is responsible for performing various administrative tasks, including answering telephones and giving information to employees and guests; often the first point of engagement with employees and visitors. Responsible for making a good first impression for the organization, which can affect the organization's success.


Responsible for all administrative/reception needs including but not limited to managing calls, calendar scheduling, travel scheduling, expense reporting, document approval processing, documentation (including memo's, faxes, letters and other communication), mail services, etc. May require leadership in meeting planning, general administrative support and projects which may be assigned

  

Greets employees and announces clients, applicants, and visitors. Conducts guest registration through badging software. Arranges escorts as needed. Issues visitor passes and validates parking. Receives and directs incoming calls to appropriate personnel and voicemail.

Assists with scheduling and preparing meeting and conference rooms. Coordinates setup of conference/meetings rooms. Arranges for and reserves projectors and other meeting equipment, ensuring equipment is in good operating condition. Arranges video and/or web conferencing as needed.

Coordinates catering for meeting and events. May negotiate pricing and menus. Secures approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit.

Performs general clerical duties associated with distributing packages and mail as required. Uses tracking systems to record inbound and outbound courier, freight and mail. Meters mail. Arranges 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 caf supplies, equipment toner, printer paper, freight and shipping supplies etc.

Maintains neat appearance reception area, conference rooms caf and other common areas. Requests building and housekeeping services as needed. Periodically inspects common area equipment to ensure good operating condition. Arranges 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.

  

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.

  

HS Diploma or GED required. A minimum of 0-1 year Front Desk, Concierge, customer service or other hospitality experience is preferred.

  

None.

  

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.

Comfortable meeting and engaging with new people.

Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.

  

Ability to calculate simple figures such as percentages.

  

Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.

  

Intermediate skills with Microsoft Office Suite, handheld mobile technologies and applications; .

Good organizational skills. Ability to work flexible work schedules based on office needs. Physical ability to assist. Able to lift 30 lbs. Strong problem-solving skills. Highly adaptable and flexible. Ability to work independently with little supervision.

  

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.


SAFETY

1. Complete at a satisfactory level all required and assigned HSE training
2. Follow all activity policies and procedures, including all HSE related requirements at all times
3. Participate in all HSE related programs & activities as required, including incident investigations, interviews, auditing and assessment, etc.
4. Report any condition which you feel could result in an accident or injury and / or stop work if required

In addition:
1. Be aware of and understand all safe work practices and procedures and potential hazards associated with the work environment
2. Maintain and wear at all times required appropriate personal protective equipment (PPE)
3. Apply appropriate material handling techniques at all times,
4. Only operate warehouse equipment and machinery (e.g. pallet jacks, manlifts, etc.) if properly trained, qualified and authorized to do so

Equal Opportunity and Affirmative Action Employer Women/Minorities/Persons with Disabilities/US Veterans