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||Palo Alto, CA
|| Administrative and Support Services, Customer Service and Call Center, Finance/Economics, Hospitality/Tourism, Internet/E-Commerce, Law Enforcement, and Security, Transportation, Web Technology
Provides administrative support to an office location. Provides support for reception, guest services, mail services, phone, meeting rooms and location services.
ESSENTIAL DUTIES AND RESPONSIBILITIES
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 and acts as a Concierge Guide around premises as needed. Issues visitor passes.
Assists with scheduling and preparing meeting and conference rooms. Coordinates setup of conference/meetings rooms. Books Client and internal office meetings using a live worldwide desktop application.
Arranges video and/or web conferencing as needed.
May coordinate and participate in the setup/breakdown of catering for meeting and events. May 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.
May order/request 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 in reception area. Requests building and housekeeping services as needed. May periodically inspects common area equipment to ensure good operating condition. Arranges equipment service as needed.
May maintain 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.
Acts as liaison for the facilities management team with assistance on creating helpdesk tickets, ensuring tickets are acted on with a sense of urgency, and vendor work completed
Communicates daily with onsite clients assisting with any current or upcoming needs they may have
Performs other duties as assigned.
No formal supervisory responsibilities in this position.
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.
EDUCATION and EXPERIENCE
HS Diploma or GED required. At least 2 years of prior Front Desk, Concierge, customer service or other hospitality experience preferred.
CERTIFICATES and/or LICENSES
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.
OTHER SKILLS and/or ABILITIES
Intermediate skills with Microsoft Office Suite. Ability to work flexible work schedules based on office needs.
SCOPE OF RESPONSIBILITY
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.