Hospitality and Office Services Coordinator

Field Representative II, Concierge Hospitality

POSITION PROFILE

This position will work closely with office administration to ensure we represent the customer's culture to the external world. This position includes, but is not limited to, greeting outside callers/clients, managing conference room scheduling, preparing for key client visits (signage, work-space prep, etc.), and handling client travel arrangements where necessary. This individual would also be charged with assisting with any group company activities - - parties, group functions, department meetings, etc. This position may also include general clerical, reception, copying, mail services, shipping and receiving products and supplies, sorting, distribution handling incoming and outgoing mail. This position reports directly to Site Manager or Assist Site Manager, depending on site personnel configuration.

JOB DUTIES AND RESPONSIBILITIES

• Greet visitors/guests -validate against guest list, provide badge, parking validation as necessary
• Serve as company concierge in regards to guests, clients, staff, providing tours of facilities, recommendations for hotels, restaurants, points of interest, etc.
• Coordinate catering for meetings with support staff and caterers
• Maintain and update company phone & speed dial lists
• Schedule meeting rooms, ensuring that each conference room has the necessary supplies and set-up prior to meeting times
• Assist with audio visual equipment for meetings
• Back up clerical support for Executive Assistants
• Where/when appropriate, the individual will also be asked to help with other departmental/non- client business activities
• Assist in daily management of facilities
• Perform other duties as assigned
• Creation of proposals in customer systems and well as print production environment
• Support Executive Level client facing staff
• Vendor procurement and coordination for special projects
• Represent the culture of both Ricoh and the customer as required

QUALIFICATIONS (Education, Experience and Certifications)

Typically Requires:

• Requires high school diploma or equivalent
• Requires 1-3 years of experience in the field or in a related area.
• Experience working in Headquarters environment preferred

KNOWLEDGE, SKILLS AND ABILITIES

• Outstanding organization and coordination skills
• Demonstrated customer service skills
• Good PC inclusive of Microsoft suite skills
• Good problem-solving skills
• Ability to use audio visual equipment
• Minimum supervision/oversight required

WORKING CONDITIONS, MENTAL AND PHYSICAL DEMANDS

• Typically, an office environment with adequate lighting and ventilation, and a normal range of temperature and noise level
• Work assignments are diversified. Interpret, comprehend and apply complex material, data and instruction; prepare, provide and convey diversified information
• Minimal physical effort required. Work is mostly sedentary but does require walking, standing, bending, reaching, lifting or carrying objects that typically with less than 10 lbs. (e.g., papers, books, files and small parts, etc.).
• Moderate dexterity; regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.