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The individual in this role acts as the first point of engagement with team members and visitors alike, creating a warm, supportive and service-oriented atmosphere that enhances the Experience.
They are responsible for providing employee/tenant-facing workplace services and front-of- house reception including but not limited to: greeting visitors in a warm and welcoming manner, answering and directing calls, assisting with transportation, advising on local attractions and other service-based or administrative tasks as assigned.
Essential Duties and Responsibilities
- Welcomes tenants/employees and announces clients, applicants, and visitors.
- Responsible for responding promptly with accurate and thorough information according to the specific requests from tenants, employees and visitors.
- Conducts a variety of front-of-house activities including:
o Guest registration through badging software
o Guest accommodation with luggage/coats, etc
o Provides visitors with information to navigate the building including pointing out nearest amenities and fire exits.
o Issues visitor passes and validates parking
o Answers telephone in friendly, professional manner
o Maintains accurate records of service requests and status
o Arranges guides as needed
o Receives and directs incoming calls to appropriate personnel/tenants and voicemail.
- Provides assistance services to tenants/employees and guests including but not limited to:
o Arranges and confirms recreational, dining, and/or business activities
o Makes transportation & travel arrangements
o Office wayfinding
o Meal & activity reservations
o Guest & administrative support
o Shipping
o Coordinate car detailing & on-site car refueling
o Laundry & dry cleaning services
o Gift & package orders
o Other services as needed.
- Continually maintains neat appearance of reception/lobby area, conference rooms café and other common areas.
- May perform visitor volume tracking & reporting, reception services, visitor refreshments, storytelling & campus tours.
- Serves as point-of-contact and/or extension of the facilities team as representative of the Experience team. Requests building and housekeeping services as needed.
- Periodically inspects common area equipment to ensure good operating condition.
- Arranges equipment service as needed. Determine standard supplies and information to be maintained at the front desk. May assist with temporary signage.
- Performs general administrative duties associated with distributing 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.
- Supports with meeting and events tasks as assigned.
- May assist with scheduling, stocking and coordinating setup conference/meetings rooms, arranging for meeting equipment (i.e. projectors, video/web conferencing), ensuring equipment is in good operating condition for events, coordinating catering, securing approvals for catering expenses and reviews invoices to arrange billing to appropriate department or business unit.
- Follows security and emergency procedures as defined for the property.
- Responds to emergency situations in a calm, efficient manner.
- Summons appropriate assistance and makes appropriate notifications in accordance with operating procedures.
- May order and stock office supplies and other common use items for the location or common areas, such as café supplies, equipment toner, printer paper, freight and shipping supplies etc.
- 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.
- May provide reporting and insight to clients and property teams to improve product and service delivery.
- May contribute site specific content for Host Digital.
- Performs other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
