Receptionist

Job Description:

• Coordinates setup of conference/meetings rooms.
• Arranges for and reserves projectors and other meeting equipment, ensuring equipment is in good operating condition.
• Arranges video and/or web conferencing as needed.
• Coordinates catering for meeting and events.
• May negotiate pricing and menus.
• Secures approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit.
• Performs general clerical duties associated with distributing office faxes, packages and mail as required.
• Uses tracking systems to record inbound and outbound courier, freight and mail.
• Meters mail.
• Arranges messenger service as needed. Follows location security procedures for screening inbound deliveries.
• Orders office supplies and other common use items for the location, such as café supplies, equipment toner, printer paper, freight and shipping supplies etc.
• Maintains neat appearance reception area, conference rooms café and other common areas.
• Requests building and housekeeping services as needed.
• Periodically inspects common area equipment to ensure good operating condition.
• Arranges equipment service as needed.
• Maintains records and logs of service requests and tracks their status.
• Maintains a file of services including transportation sources, accommodations, and referral contacts.
• May arrange convenience/hospitality services for guests such as transportation, tickets, reservations, etc.
• Performs other duties as assigned.
• 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.

Required:

• HS Diploma or GED required.
• Prior Front Desk, Concierge, customer service or other hospitality experience preferred.
• 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 with a strong, professional customer service orientation.
• 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.
• Ability to work flexible work schedules based on office needs.
• Provides administrative support to a department or office location.
• Provides support for reception and guest services, mail services, phone, meeting rooms and location services.
• Receives and directs incoming calls to appropriate personnel and voicemail.
• Greets and announces clients, applicants and visitors.
• Follows security procedures for recording guests, suppliers and other visitors.
• Arranges escorts as needed.
• Issues visitor passes and validates parking.
• Assists with scheduling and preparing meeting and conference rooms.

Note:

• COVID-19 considerations: All indivi:duals working on-site must be fully vaccinated against COVID-19.
• Intake Notes 11.4.2021 - 100% Onsite - Regular Business Hours 8.00 to 5.00, Monday to Friday -Possibility to convert for right candidate dependent on work performance and client need.
• Interviews will be by Zoom.
• Day in the Life of - Ordering /Organizing office supplies; meeting and greeting guests.
• Making coffee, doing dishes.
• Must have working knowledge of excel and Word.
• Maintaining Phone List.
• Event Planning.
• Important Skills per HM - Event Planning experience, Attention to Detail, Energetic Personality.
• Suppliers MUST add the following sentence to ALL external job postings for the Client MSP.
• An additional requirement for this role is the ability to comply with COVID-19 health and safety protocols, including COVID-19 vaccination proof and/or rigorous testing.
• SUPPLIERS MUST NOT post the following information regarding current COVID protocol on EXTERNAL job postings.
• This information is for Supplier knowledge only.
• Client will require proof of either vaccination or a weekly negative COVID-19 test for employees and visitors to access all U.S. corporate offices.
• Client sites may limit their protocol to fully vaccinated individuals only.
• This information will be shared by the myTemp team when applicable.