Job Description
What This Job Involves – Core functions include:
- Enthusiastically welcome our guests, anticipate their needs, assist with arrival, office orientation, and departure - respond promptly with your personal spirit, however busy and whatever time of day!
- Create memorable experiences with a warm, welcoming personality.
- Take initiative to proactively address guest needs and answer questions.
- Share your personal passions and knowledge of the office services, spaces, and amenities available to guests and help them feel welcomed and productive.
- Provide daily reports and track all visitors, vendors, visiting employees and guests
- Coordinate security access
- Assist associates with security and access applications
- Process facilities work orders online and track progress of work orders.
- Ensure EB areas (kitchen, dining area, reception area, general space, huddle rooms, print areas) are tidy, clean, and always organized.
- Manage incoming calls pertaining to the business for the office.
- Manage incoming and outgoing courier and other packages or mail as required.
- Prioritize and process request for large conference room bookings, general conference rooms request, report issues with A/V equipment in addition to ensuring conference rooms always and ready for meetings.
- Any additional work requested or needed at any given time.
Additional responsibilities include:
- Grant access, register provide support to EV users.
- Manage vehicle registration, spreadsheet
- Support the annual management plan by accomplishing key performance indicators.
- Work with facilities, maintenance, security team to ensure office is functioning properly – HVAC, lights, cleaning, doors etc.
- Perform ad hoc facilities assignments as needed.
- Facilitate team meetings and take meeting notes
- Process New hire and term tickets (using work order and space management applications)
- Team Duties – Associate Moves, Add and Changes and all duties to do so
- Collaborate with team members to communicate trends in guest services and develop best practices and streamlined processes that respond to guests’ needs.
Sound like you? To apply you need: Years of relevant experience:
- Minimum one to two year
- Preferred Three years administrative/facilities experience supporting multiple people preferably in real estate industry
Skill and Knowledge:
- Perform administrative duties and maintain a high level of professionalism and integrity as a team player across the organization and possess the ability to work for and communicate in various forms with peers, multiple level managers, supervisors, external clients, and vendors with minimal daily supervision.
- Demonstrate confidence, responsiveness, and exceptional customer service and relationship building skills.
- Working knowledge of Microsoft Word, Excel, Power Point, Outlook, Mapping, and database software
- Working knowledge of audio-visual equipment located in the conference rooms
- Enjoy multi-tasking at a fast pace while having an impeccable eye for detail to ensure accuracy and efficiency.
- Assert discretion and professionalism when given access to confidential and/or private information.
- Track inventory of office supplies and place order
Physical work /requirements/conditions:
- This is position also covers moves add and changes for associates. maximum of 20 pounds of lifting may be needed
Job Tags
Full time, Work at office,