Field Representative II – Guest Relations

Position Profile

The Field Representative II, Guest Relations plays a key role in supporting office administration and ensuring a positive and professional impression for external visitors. This individual is responsible for welcoming clients and callers, managing conference room scheduling, preparing the office for key client visits, and coordinating travel arrangements when necessary. Additionally, the role supports internal events, such as team meetings, group functions, and company celebrations.

Key Responsibilities

Coordinate catering services for agency meetings in collaboration with support staff and external vendors. Maintain and update the Support Staff database to ensure accuracy and accessibility. Provide basic setup and support for audio/visual (AV) equipment during internal and client-facing meetings. Serve as backup support for Team Assistants as needed. Assist in the planning and execution of internal departmental activities, such as parties, group events, and meetings. Perform other related duties as assigned.

Qualifications

Education and Experience:

High school diploma or equivalent required. 1–3 years of relevant experience in office administration, customer service, or a related field.

Knowledge, Skills, and Abilities

Excellent organizational and coordination skills. Strong customer service orientation and communication abilities. Proficiency in basic PC applications (e.g., Microsoft Office Suite). Basic problem-solving skills and attention to detail. Familiarity with or ability to learn AV equipment operation.

Working Conditions and Physical Demands

Standard office environment with adequate lighting, ventilation, and a typical range of temperature and noise levels. Duties involve diverse assignments, requiring interpretation and application of various instructions, materials, and data. Minimal physical effort required; work is primarily sedentary but may include occasional walking, standing, bending, and lifting items typically under 10 lbs (e.g., files, paper, small equipment). Moderate dexterity needed for routine office tools such as a keyboard, calculator, and AV devices.

Note:
The above statements are intended to describe the general nature and responsibilities of the position. They are not intended to be an exhaustive list of all duties, skills, or working conditions associated with this role.