As a Workplace Experience Specialist, you will serve as the main point of contact for entrepreneurs, guests, and visitors and provide a first-class office experience for all. You will be the first impression of the office, and as such, you must be professional in appearance and demeanor. In addition, you must possess excellent interpersonal skills, attention to detail, outstanding multitasking skills, and superb organizational skills.
To join our team, you should be excited to:
- Manage the front desk and receive guests with the utmost service, including greeting visitors and checking them in, offering beverages, informing employees of their visitors’ arrival, and preparing conference rooms.
- Inform employees promptly when a visitor arrives. Utilizing preferred methods of communication, such as Slack, GChat, or Envoy, to relay the guest’s details, including their name, purpose of visit, and any additional information provided
- Be proactive in offering assistance, whether it's helping guests with their luggage, providing dining options, or offering support with office equipment or technology.
- Support in-house events, assisting in event space set-up, testing AV equipment, receiving catering, or lending a hand where it is needed
- Answer the main phone line and visitors at the suite door. Manage all correspondence promptly while practicing proper etiquette.
- Collaborate with IT, Security, and the broader Workplace Experience team for badge creation.
- Collect necessary information from employees, guests, and vendors to prepare badges for printing.
- Manage daily calendar. Assist employees and guests with room reservations utilizing Google Calendar
- Understand and adhere to security protocols and guidelines. Visitor registration procedures, emergency protocols, and any specific security measures implemented within the organization. Escalate any suspicious activity to the on-site security team.
- Regularly assess the stock of kitchen and office supplies to determine what needs to be replenished. Work with onsite vendors as needed.
- Partner with all on-site vendors to ensure all standards are met and we are receiving best-in-class service from all external partners. Vendors range from F&B suppliers to janitorial staff to plant maintenance attendants.
- Maintain a strong relationship with building management, including security and engineering.
- Monitor and maintain the cleanliness, organization, and upkeep of the entire office, including conference rooms and common areas.
- Organize incoming and outgoing mail. Ensure that mail is handled securely and confidentially. Coordinate with courier service providers to schedule pick-up and delivery services.
- Assist employees with AV and conference call setup and work with IT staff to help troubleshoot
Minimum Qualifications
- High school diploma or GED required, college degree in business administration preferred
- 2+ years of experience in reception and office management
- G Suite products: Gmail, Google Drive, Google Calendar
- Front desk experience in a fast-paced, high-pressure environment
- Have an unparalleled positive, “can-do” attitude
- Ability to juggle multiple competing items
- Be service-oriented and pay exceptional attention to detail
- Have phenomenal interpersonal and communication skills and be a total team player
- Punctual with a strong attendance history
- It is preferred to understand video conferencing systems, such as Zoom, and their features.
