Site Coordinator

 The Front of House (FOH) Services include (but not limited to):

A. Reception Services

1. Answer calls within three rings and deal with these queries efficiently

i.  Phone script for answering phones.  Encourage contagious habit of smiling. 

2. Ensure all visitors and colleagues are greeted when entering the reception area

3. Ensure emails are dealt with efficiently and any extra administrative support is provided

4. Maintain a high degree of confidentiality and integrity

 

B. Visitor Processing

1. Register all visitors with building security portal 

2. Visitor names are going to be provided by colleagues or meeting organizers via email

3. Ensure visitors sign-in Visitor’s Log

4. Contact colleagues or meeting organizers to inform them their visitor(s) are in the reception area.  

For internal meetings direct visitors to the scheduled conference rooms.

5. Assign visitor/guest security cards in accordance with the site procedures

a. Maintain inventory of security cards and report missing cards promptly to Facilities

Services. 

 

C. Conference / Meeting Support (Hospitality)

1. Meetings can range from 4 to 50 attendees and occasionally meetings can have attendees from 50 to 100 plus. 

2. Supporting Conference Rooms and Team Rooms

3. Basic troubleshooting of AV equipment in conference rooms

 

D. Catering Support Services (Hospitality)

1. Meeting hosts and Administrative Assistants will provide all catering requests to the Front of House team, and it

is the responsibility of the Front of House team to place the orders.

2. Processing and coding of Catering invoices

 

E. Facilities Support

1. Light facilities support supporting, routing and escalating Service ticket requests.

2. closing tickets

POSITION PROFILE

Accountable for daily operations of solo-person site. Responsible for performing the contracted office services including, but not limited to: Copy services, Courier Services, Managed Print services, Hospitality, Imaging and Mail services.

Job Duties and Responsibilities

�·         Responsible for daily operations of a mail room, copy center, or scanning facility including

�·         operating office equipment such as: PC, Copiers, Multifunction Devices, Imaging & Mail

�·         Equipment

�·         May be responsible for: Courier Services, Reception Services, Switchboard Operations,

�·         Shipping & Receiving, Delivering and Processing of Mail

�·         Handles formal contact with the customer, on a daily basis.

�·         Responsible for effective implementation and management of RICOH Service Excellence

�·         Programs

�·         Understands how to operate the required equipment/software efficiently to achieve service level

�·         agreements.

�·         Achieves profitability in the area of cost of goods by effectively utilizing company materials and

�·         supplies.

�·         May maintain daily routine functions to include creating/completing work orders, contractor

�·         monitoring, inspections, reporting facility related issues, lending support as required.

�·         May include interaction with contracted vendors, facility management and occupants.

�·         May be responsible for office-supply inventory re-ordering.

�·         May be responsible for Conference room coordination and A/V equipment resource

�·         management.

�·         Maintains positive internal working relationships with all department employees by

�·         communicating in a professional manner.

�·         Collects and provides data to assigned leadership and customer. May include completing

�·         monthly reports to customers with support from assigned leadership.

�·         Ensures financial responsibilities are met.

�·         Performs other duties as assigned

  QUALIFICATIONS (Education, Experience, and Certifications)

Typically Requires:

�·         High school or GED is required

�·         1+ years of experience in a related field (B2B and/or technical)

�·         Previous 1+ year Customer facing work experience required

�·         Demonstrated knowledge and understanding of technology

KNOWLEDGE, Skills And Abilities

�·         Tactical thought processing

�·         Ability to present to a small group

�·         Moderate Problem-Solving Skills

�·         Basic Customer Service skills

�·         Basic Technical aptitude

�·         Basic Written and Verbal Communication skill

 

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

�·         instruction �· prepare, provide and convey diversified information

�·         Some physical effort required. Work may be sedentary, but does require walking, standing,

�·         bending, reaching, lifting, or carrying objects that could weigh up to 50 lbs. (e.g., papers, books,

�·         files and small parts, etc.).

�·         Moderate dexterity �· 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.