LOBBY ADMINISTRATOR - NEW YORK, NY

Job Summary

The Lobby Administrator supports the daily operations of the lobby by managing the reporting of lobby VIP visits, generating Important Business schedule and ad hoc administrative projects. This role works closely with the Lobby Supervisor and Lobby Manager, as well as onsite Senior Managers, to ensure lobby front of house staff has the correct and proper reports and schedules to anticipate guests' arrivals.  This role requires strong attention to detail, organization, and consistency ensuring lobby operations run smoothly. 

Key Responsibilities:

• Prepare daily, weekly and ad-hoc lobby reports, including but not limited to VIP Visitor Agenda, Important Business agenda and pre-printing visitor badges.  
• Compile and distribute reporting/ schedules to each lobby by actively monitoring email requests for VIP escort needs.
• Maintain accuracy with all VIP visit requests/ details and ensuring reporting reflects such changes.
• Maintain Strong operational awareness throughout the day and proactively monitor & communicate real-time schedule changes to lobby staff (Guest Service Agents, Arrival Ambassadors, Hosts and management), visitor activity, and evolving business needs.
• Answer all inquiries sent to lobby distribution list in timely manner.
• Support Lobby Supervisor and Lobby Manager with operational changes.
• Capacity to fill in reception desk locations as necessary to ensure necessary coverage. 
• Embrace, promote, deliver and reinforce Rapport Service standards
• Maintain a solid knowledge of software systems – specifically the Visitor Management systems, TAC system, Space Management system, and internal SharePoint sites. 
• Ensure clear communication between Lobby team and conference team regarding visitor arrival requests and identifying unique arrival instructions.
• Handle all lobby requests in an efficient, warm and courteous manner.
• Assist with pre-registration of large group visits.
• 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. Exhibits exceptional organization skills.
• Adhering to uniform and grooming policies.
• Troubleshooting a wide variety of requests and situations, both for guests and for team members. 
• Adapt quickly to changing business priorities and operational needs while maintaining accuracy & professionalism.
• Maintain a high level of accuracy and organization across operational reporting, visitor data, and scheduling documentation.
• Other duties as assigned by Senior Management.

Key Competencies

• A genuine sense of hospitality, with a commitment to delivering the Platinum Service® Standard.
• The ability to work under pressure, prioritizing tasks and managing multiple tasks simultaneously.
• Strong attention to detail, ensuring accuracy in all aspects of work.
• Excellent listening and oral communication skills. 
• Basic computer skills and knowledge of office technology / equipment. 
• Punctual, dependable and dedicated to achieving operational excellence, down to the smallest of details. 
• Discreet, ethical and committed to maintaining a high degree of confidentiality. 
• Ability to work independently to get all assigned tasks completed on time.
• A consistently professional approach, with a mindset to take ownership and responsibility within and outside one’s job domain. 
• Two to three years’ experience in a client service / reception position within a hospitality or corporate environment.