Field Representative II, Concierge Hospitality

 

Position Profile

This position will work closely with office administration to ensure we represent the customer's culture to the external world. Responsibilities include greeting outside callers/clients, managing conference room scheduling, preparing for key client visits (signage, workspace prep, etc.), and handling client travel arrangements where necessary. This individual will also assist with group company activities such as parties, group functions, and department meetings. Additional duties may include general clerical tasks, reception, copying, mail services, shipping and receiving products and supplies, and handling incoming and outgoing mail. This position reports directly to the Site Manager or Assistant Site Manager, depending on site personnel configuration.

Job Duties and Responsibilities

Greet visitors/guests, validate against guest list, provide badge, and parking validation as necessary. Serve as company concierge for guests, clients, and staff, providing tours of facilities and recommendations for hotels, restaurants, points of interest, etc. Coordinate catering for meetings with support staff and caterers. Maintain and update company phone and speed dial lists. Schedule meeting rooms, ensuring each conference room has the necessary supplies and setup prior to meeting times. Assist with audio-visual equipment for meetings. Provide backup clerical support for Executive Assistants. Assist with other departmental/non-client business activities as appropriate. Assist in daily management of facilities. Perform other duties as assigned. Create proposals in customer systems and print production environments. Support executive-level client-facing staff. Procure and coordinate vendors for special projects. Represent the culture of both Ricoh and the customer as required.

Qualifications (Education, Experience, and Certifications)

High school diploma or equivalent required. 1-3 years of experience in the field or a related area required. Experience working in a headquarters environment preferred.

Knowledge, Skills, and Abilities

Outstanding organization and coordination skills. Demonstrated customer service skills. Proficiency with Microsoft Office suite. Good problem-solving skills. Ability to use audio-visual equipment. Ability to work with minimal supervision.

Working Conditions, Mental and Physical Demands

Typically an office environment with adequate lighting and ventilation, and a normal range of temperature and noise level. Work assignments are diversified. Interpret, comprehend, and apply complex material, data, and instructions. Prepare, provide, and convey diversified information. Minimal physical effort required. Work is mostly sedentary but does require walking, standing, bending, reaching, lifting, or carrying objects typically weighing less than 10 lbs. (e.g., papers, books, files, and small parts). Moderate dexterity required for regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination).

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.