Relief Front Desk Representative

Description

ABOUT VITICUS GROUP

At Viticus Group, we are more than just an organization — we are a community of innovators, educators, and professionals dedicated to advancing science, medicine, and education. Based in Las Vegas, we provide hands-on continuing education courses, conferences, and training programs that connect experts from around the world with the latest advancements in research, technology, and practical application.

Our mission is to bridge the gap between cutting-edge science and real-world practice, empowering professionals to take what they learn and apply it in meaningful ways that improve lives, industries, and communities.

Are you someone who loves science, thrives on learning, and gets inspired by innovation?
Join us as we teach and share the discoveries that drive progress — because at Viticus Group, education fuels innovation.

JOB SUMMARY

The Front Desk Representative is responsible for providing outstanding customer service to the public and representing Viticus Group in a positive and professional manner. This role involves creating a welcoming environment, offering educational resources, and ensuring a personalized experience for each client. The Front Desk Representative will report directly to the Client Services Supervisor and is expected to maintain professionalism in all interactions with both clients and colleagues. Flexibility in scheduling is required, including up to forty (40) hours per week, possible overtime, and weekend and holiday shifts as necessary.

EDUCATION, EXPERIENCE SKILLS & ABILITIES

EDUCATION

• High School diploma or equivalent.

EXPERIENCE

• Minimum 2 years' experience in Customer Service.

SKILLS & ABILITIES

• Strong communication skills: clear writing, reading comprehension, and effective verbal communication.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and related programs.
• Excellent organizational, time management, and prioritization skills.
• Ability to work collaboratively with a diverse range of individuals.
• Strong work ethic: punctuality, initiative, dedication, and a professional demeanor.
• Ability to remain calm and exercise sound judgment in difficult situations.
• Flexible schedule and availability to work year-round.
• Neat and professional appearance.
• Commitment to upholding the organizational mission and vision.
• Ability to build and maintain positive relationships within and outside the organization.
• Independent work capability while managing multiple priorities.
• Excellent interpersonal skills and ability to foster supportive relationships.
• Passionate, compassionate, and professional at all times.
• Willingness and ability to travel for company-related business, including events, trainings, and operational support, while maintaining professional conduct and communication.
• Knowledge of or willingness to learn food safety and sanitation practices consistent with Tennessee Department of Health guidelines.
• Valid driver’s license and ability to meet insurability requirements (if operating company or rental vehicles.

JOB SPECIFIC DUTIES

Guest/Client Assistance:

• Assist clients with name badges, printing, and general administrative needs.
• Provide beverage and snack service to ensure a welcoming and comfortable experience.
• Coordinate transportation services as needed (e.g., rideshare, taxis, etc.).

Licensing/Certification:

• ServSafe Food Handler Certification (or equivalent) required within 30 days of hire.
• Must comply with all Tennessee Department of Health food safety guidelines and company sanitation standards.
• Valid driver’s license may be required for transportation-related duties.

Inventory Management:

• Maintain and stock coolers, snack areas, and storage spaces using FIFO (First In, First Out) practices.
• Monitor inventory levels and ensure product freshness.
• Order supplies as needed while adhering to budget guidelines.

Event Coordination:

• Monitor and support the event calendar, ensuring readiness for scheduled events.
• Assist with event setup, execution, and breakdown.
• Ensure meals are delivered and set up on time; communicate changes with vendors and clients.
• Manage digital signage/logos, ensuring proper display and functionality.

Vendor and Client Relations:

• Communicate   professionally with vendors, following established approval processes.
• Maintain professional communication with clients via phone and email.
• Anticipate and proactively address client needs, including special requests.

Facility Management:

• Ensure coffee stations and common areas are clean, stocked, and well maintained.
• Perform light housekeeping duties, including sanitizing surfaces.
• Ensure compliance with company SOPs and safety protocols.
• Print and collect required waivers and documentation.

Team Coordination:

• Support a team-oriented environment through effective collaboration and task delegation.
• Work independently to organize, prioritize, and troubleshoot daily operations.
• Communicate updates regarding schedules, meals, and client requests to team members.

Professional Conduct:

• Maintain a professional, courteous, and positive demeanor at all times.
• Adhere to all Viticus Group policies and procedures, including those specific to the Nashville location.

Marketing Support:

• Provide general support for marketing initiatives as requested.
• Assist in collecting and organizing data to evaluate marketing effectiveness.

Transportation Support:

• Assist with transportation logistics and coordination for events and participants.
• Support scheduling and dispatching of transportation services.

General Support:

• Provide administrative and operational support across departments.
• Assist with event planning and logistics.
• Perform data entry and maintain accurate operational records.

Viticus Group is an equal opportunity employer and will not discriminate in recruiting, hiring, training, promotion, transfer, discharge, compensation or any other term or condition of employment on the basis of race, religion, color, age, sex, national origin, gender, or on the basis of disability if the employee can perform the essential functions of the job, with a reasonable accommodation if necessary.

WHY YOU WILL LOVE WORKING HERE

What sets us apart, however, is not just our commitment to excellence in education but also our dedication to creating a workplace that values each team member. At Viticus Group, we foster a sense of belonging, tap into individual passions, and provide an enjoyable environment that encourages personal and professional growth. We believe in work-life balance and inject fun into our professional ethos through team outings, contests, and shared lunches. Joining Viticus Group means being part of a dynamic and supportive community where your contributions are not only recognized but celebrated.

PERKS

• Competitive & Transparent Salary – Know what you’re worth and be paid fairly for it.
• Comprehensive Benefits (Full-Time Employees) – Medical, Dental, Vision, Short & Long-Term Disability, and Life Insurance are 100% employer-paid.
• 401(k) with 3% Company Match (Full-Time Employees) – Invest in your future with our retirement savings plan.
• Supportive & Collaborative Work Culture – Be part of a mission-driven team that values connection, communication, and kindness.
• Ongoing Professional Development (Full-Time Employees) – From workshops to conferences, we support continuous learning and career growth 
• Wellness Programs (Full-Time Employees) – Access wellness resources and incentives designed to support your mental and physical well-being.
• Employee Recognition & Appreciation Events – We celebrate wins—big and small—throughout the year!
• Unique Industry Impact – Make a meaningful difference in veterinary medicine and animal health.
• Work-Life Balance – We value your time with predictable scheduling and occasional flexibility based on role and business needs.
• Fun Workplace Culture – Holiday contests, team lunches, and just enough quirks to make work more enjoyable.

Requirements

PHYSICAL REQUIREMENTS

Viticus Group is committed to principles of equal opportunities for all employees. The Company will provide reasonable accommodations that are necessary to comply with State and Federal disability discrimination laws.

General Requirements

• Ability to sit, use hands and fingers, talk or hear, and smell continually.
• Ability to stand, walk, and reach frequently.
• Ability to climb or balance, stoop, kneel, or crouch occasionally.

Lifting and Carrying

• Ability to frequently lift and carry up to 10 lbs.
• Ability to occasionally lift and carry up to 50 lbs.

Vision and Hearing

• Close vision required to see computer monitors, read documents, and operate copy and fax machines.
• Distance vision is required to drive an automobile if driving is a requirement of the job.

Work Environment

• Work environment is indoors and climate-controlled.
• Occasionally exposed to outdoor weather conditions.
• Moderate noise levels as found in a business office with computer printers, households with TVs and dishwashers, and driving in light traffic