Position Profile
This role works closely with office administration to 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. The individual will also assist with group company activities such as parties, group functions, and department meetings. General clerical tasks, reception, copying, mail services, shipping and receiving products and supplies, and sorting and distributing incoming and outgoing mail are also part of this role. This position reports directly to the Site Manager or Assistant Site Manager, depending on site personnel configuration.
Key Responsibilities:
Greet visitors/guests, validate against guest list, provide badges, 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 audiovisual equipment for meetings. Provide backup clerical support for Executive Assistants. Assist with other departmental/non-client business activities as needed. 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:
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 organizational and coordination skills. Demonstrated customer service skills. Proficiency in Microsoft Office Suite. Good problem-solving skills. Ability to use audiovisual equipment. Ability to work with minimal supervision.Working Conditions and Physical Demands:
Typically an office environment with adequate lighting and ventilation, and a normal range of temperature and noise levels. Work assignments are diversified. Ability to interpret, comprehend, and apply complex material, data, and instructions, and to 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 that typically weigh less than 10 lbs (e.g., papers, books, files, small parts). Moderate dexterity required for regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination).The above statements describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the job