OFFICE ADMIN

Job Summary

The Office Admin is responsible for establishing a warm, welcoming, and professional atmosphere for all clients, executives, and staff members always.  Located in the lobby the Office Admin will be the first point of contact for visitors in the area making them feel comfortable, directing them to their appointments and assisting them during their time with us. 

Long Description

Core Responsibilities         
•Properly greet and handle visitors with a smile and maintaining eye contact through the entire interaction. Following established procedures regarding both expected and unexpected arrivals, coordinating with in-house security as appropriate. Addressing guests and clients by name whenever possible.
•Answering external and internal phone calls in a friendly, professional manner, taking messages with accuracy, and appropriately handling or transferring any requests. Proper telephone techniques include always putting a smile in one’s voice and enhancing personalization by using names.
•Implementing established security policies and procedures regarding arriving and departing visitors, contractors, delivery persons, etc.
•Managing closely all activity in the internal visitor processing system.
•Register all guest activity and liaise with building security on visitor processing.
•Acting as an overall Hospitality Services resource to guests, visitors, and employees in providing wayfinding and amenities within building, transportation, community retail, and neighborhood amenities.
•Communicating requests to the appropriate internal support departments such as, building maintenance (heating and cooling issues), information technology (computer issues), Audio Visual technology (meeting room technical support), and mail room (package pickups and deliveries).
•Having a thorough understanding of the emergency procedures and being prepared to carry out designated tasks in the event of a fire or other emergency.
•Adhering to Hospitality signature look.
•Maintaining the attractive, neat appearance of the reception area, ensuring any periodicals, furniture, and other items are in order. 
•Fulfill phone, email and in-person requests for conference space utilizing the reservation system (EMS), assisting with reservations of more complex meetings (catering, video conference, data collaboration, etc.).
•Assist any employees with vending machine refunds via Aramark.
•Sending initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the status of the meeting, the accuracy of participant counts, the need for special AV, catering, etc.
•Conferring with clients before, during and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely manner.
•Communicating to all relevant internal departments and subcontractors the specific needs of the client, both in advance of and during meetings. 
•Producing Event Resumes/BEO’s to document events and share detailed information with all involved departments.
•Carrying out daily “confirms” for next-day events, getting final confirmation of the meeting’s time, number of participants, Audio Visual presentation materials, menus, room set-up, billing information, etc.
•Checking that meeting rooms are set-up correctly, with the proper equipment and amenities, prior to the start of meetings. Greeting the host upon his or her arrival to the meeting room and ascertaining any new requests.
•Troubleshooting a wide variety of requests and situations, both for guests and for members.
•Gaining an understanding of the Client’s  company culture and key areas of activity.
•Assist with coverage in other locations as needed.
•Prepare and submit accurate daily reports to appropriate recipients. 
•Participate in daily, weekly, and monthly meetings.  
•Print and post weekly schedules in back offices.