Works under direct supervision, provides routine reception and administrative support to an office. Receives and directs incoming calls and visitors to appropriate personnel. Solves routine issues and escalates accordingly. Assists Concierge in providing general hospitality services and maintaining a client-ready reception area, conference rooms and other common areas. Requests building and/or equipment services as needed. Provides back-up support to Concierge in performing general clerical duties such as distributing and tracking packages, posting mail and arranges messenger services as needed. Troubleshoots for missed deliveries. Schedules and coordinates meetings held within the office to include conference room reservation, equipment needed for meetings and catering. Orders office supplies and other common use items for the office/location. Oversees the proper maintenance of office equipment to include copiers, phone systems and printers (color and B&W). Solves minor equipment problems independently. Oversees the proper maintenance of off-site storage records (tape back-up and hard copy). Provides guidance to Concierge on company document retention policies and procedures. Maintains relationship with vendors that provide services and goods to the office. Assists in the completion of the office Business Continuity plan. Provides notary services as needed. Ensures proper coding of invoices for services or goods for expense tracking purposes. Provides information on brokers and project or listing details for proper expense allocation. Other duties as needed. No formal supervisory responsibilities in this position. Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees. Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages. Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills. Intermediate skills with Microsoft Office Suite products such as Word, Excel, Outlook, etc. Ability to work flexible work schedules based on business needs.
HS Diploma or GED required. Previous Front Desk, Concierge, customer service or other hospitality experience preferred. Minimum of one year(s) related experience (e.g. Front Desk, Concierge or Customer Service roles).