Receptionist and Hospitality Specialist

Receptionist And Hospitality Specialist

Varnum's main office in Grand Rapids is looking for a full-time Receptionist & Hospitality Specialist. This position supports over 350 attorneys and staff members. It involves frequent and direct contact with clients, scheduling and setting up conference rooms for meetings and events, ordering meals, and ensuring the pantry and other shared office areas are stocked, clean, and organized. This position is cross trained in several areas in order to provide customer service to both internal and external clients.

Organizational Status: This position reports to the Human Resources Coordinator.

Roles And Responsibilities:

• Keeping the reception area, kitchen, supply storage, and other shared office areas stocked, cleaned, and organized.
• Setting up conference rooms for meetings and events.
• Some minimal lifting is involved along with the rearranging/moving of tables and chairs.
• Ordering meals for meetings and other office events.
• Ability to work with vendors and outside service providers.
• Cleaning and upkeep of coffee machines on all floors.
• May be asked to provide assistance to Human Resources or Marketing in planning on-site events.
• Greet clients and guests in person or on a multi-line switchboard.
• Responsible for ensuring a positive experience.
• Use customer service principles, techniques, and skills to communicate with clients and guests.
• Schedule meetings and events using scheduling software.
• Make travel/hotel arrangements for Firm members.
• Follow security and safety procedures.
• Maintain confidentiality in all Firm and client matters.

Qualifications And Requirements:

• Education: High School Diploma or equivalent.
• Experience: 1+ years as a receptionist in a professional office environment or equivalent relevant experience.
• Demonstrated communication and interpersonal skills and excellent attendance record.
• A hospitality and event background is a plus but not required.
• Required Skills/Abilities:
• Polished professional.
• Excellent customer service skills.
• Effective interpersonal skills.
• Effective communication skills, both written and verbal.
• Strong listening skills.
• Responsible.
• Reliable.
• Dependable.
• Punctual.
• Flexible.
• Takes initiative.
• Ability to meet priorities, deadlines and unforeseen needs.
• Can multi-task with ease.
• Attention to detail and processes/procedures.
• Works well both independently and as part of a team.
• Proficiency in computer applications, such as MS Office Suite.
• Hours: 8:00 a.m. to 5:00 p.m. Monday-Friday 100% in-person.