Workplace Services Associate (Receptionist)

We Do Consulting Differently

This position reports to the Regional Workplace Services Director/Workplace Services Manager and on-site Office Director.

Job Responsibilities

Guests

• Greet visitors proactively and assist in making them feel welcome. This can include offering them a beverage, storing luggage or their coat, and connecting with their host.
• Answer phone in a professional manner, assist callers, and redirect calls as needed.
• Maintain a clean and professional reception area.
• Assist employees with the use of the OfficeSpace hoteling reservation tool for space management purposes.

Security

• Maintain security by monitoring lobby traffic.
• Manage Access passes.
• Act as main point of contact with the building security.
• Maintain inventory of office keys.

Office Maintenance

• Receive and respond to reports from staff related to building issues.
• Enter building issues for resolution into the ticketing system and follow up to ensure resolution.
• Ensure office equipment is properly maintained; troubleshoot malfunctioning equipment and contact the appropriate vendor for resolution.
• Escalate issues to the Office Manager as needed.

Conference Rooms

• Manage conference room schedules, resolve conflicts as they arise, and accept meeting requests on behalf of the system.
• Ensure conference rooms are cleared and reset at the beginning of each day and after each meeting. Coordinate with the Office Manager when needed.
• Ensure that all video conferencing systems are functioning optimally. Provide technical support to users when required.

Mail

• Contact courier services to coordinate outgoing packages.
• Process Fed Ex label requests for the office and shipping support
• Distribute daily mail throughout the office when needed.
• Maintain outbox and take outgoing postal mail to the post room.

Ordering

• Order and process business cards and other stationery as needed.
• For general office food requirements, such as staff meetings, office lunches, pantry items, and other situations as needed, place orders, set up, and break down when needed.
• Order office/kitchen supplies in coordination with p/t Workplace Services Assistant.

Events and Office

• Assist with planning office events, such as booking, and catering requests, and helping with setup and takedown of the events.
• Office doors must be opened promptly in the morning.
• Open office coffee bar and set up coffee concessions in the AM.
• Assist with storing and retrieving files from on-site and off-site storage as needed.

Invoices / Correspondence

• Answer vendor correspondence.
• Process invoices and statements and assign matter codes.
• Utilize communication channels at work to update information.

Other

• Provide light administrative support to executives, including time entry, expenses, blinder creation, and print jobs.
• Other duties and projects as assigned by the Office Director and Workplace Services Director/Manager.

Qualifications

Experience

• Minimum of one year of experience in a professional service environment, preferably consulting or legal, with an emphasis on customer service.
• Proficient with Microsoft Office Suite and strong background operating all office equipment such as copiers, printers, fax, and postage machines.

Skills

• Provide exceptional client service to visitors, candidates, and employees at all times with a positive and upbeat approach.
• Be a creative problem solver, take initiative, anticipate needs, work independently, and proactively seek guidance when appropriate.
• Demonstrate attention to detail, follow through on assignments to completion, and multi-task in an environment with rapidly changing priorities.
• Interact with and maintain open communication and good relations with office personnel, as well as work well and remain calm in pressure situations, such as tight time constraints.
• Punctuality is a must to ensure that the office is open on time.
• Flexibility and willingness to occasionally work overtime is required.

Physical Requirements

• The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
• While performing the duties of this job, the employee is regularly required to use hands to touch, handle, feel, and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to sit and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.

Salary Range: $55,000-$75,000 annually

Candidate must be able to submit verification of their legal right to work in the U.S., without company sponsorship.