Office Coordinator - ONLY W2
Infotree Global Solutions, Boston, MA, United States
Role: Office Concierge
Location: Boston, MA
Duration: 6 Months
Applying for this role is straight forward Scroll down and click on Apply to be considered for this position.
About the Role As a member of the Global Real Estate & Workplace Services team (GREWS), the Workplace Services Concierge must have a passion for hospitality and customer service, ensuring every in-office experience is functional, productive, and memorable for our fellow members and visitors alike. The individual must maintain a continuous focus on delivering world class service, with a hospitality-first mindset infused within every interaction. The individual must have the ability to work independently and adhere to pivotal business and operational timelines and service deliverables.
What You’ll Do:
Serve as the main point of contact for visitors, greeting and welcoming guests to the site, directing them appropriately and notifying company employees of the visitor arrival
Call Management / Switchboard: Answering, screening and forwarding calls to appropriate departments and/or staff
Assist in the execution of all in-office workplace service events and/or employee activities, partnering with the broader workplace services team to ensure experiences are timely and equitable for all
Assist with company local events & meetings (onsite/offsite conference room reservations, catering, décor, coordination, etc.)
Assist with pre-event coordination and planning, room/space set-up, and post-event reset of physical spaces including training and conference rooms
Support new-hire and onboarding process including workspace preparation, arrival and access credentials, and site familiarization
Maintain security by following approved procedures, in partnership with Global Physical Security
Maintain safe and clutter-free reception area, serving as the first impression moment for arrivals to the Client offices
Serve as the local subject matter expert for visiting staff as it relates to hotels, restaurants, team building activities, and general area knowledge
Respond to all workplace inquiries, assesses needs or issues, and takes the necessary corrective action. Follow-up with proper leadership escalation or documentation where necessary
Procure office supplies and maintain accurate inventory levels; including but not limited to snacks/supplies for break area, copy center, shipping/courier supplies
Receive, sort and forward incoming mail. xsgimln Maintain and route publications
Coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.)
Office administration tasks as necessary (vendor setup, purchase orders, invoice processing, etc.)
Requirements:
Minimum of 2 years professional experience
Office Services, Concierge, or Reception related experience preferred. Previous hotel/hospitality front-of-house experience is also welcome
Exceptional written and verbal communication skills, including the ability to communicate with all levels of staff, clients, and external professionals
Experience interacting with people at all levels, including senior management
Basic understanding of local building and fire codes, Fire Life Safety plans, and Environmental Health & Safety standards is welcome
Demonstrated ability to work independently and prioritize multiple tasks
Flexibility to perform job tasks outside of job description when necessary
High level of integrity and ethics, with the ability to maintain confidentiality
Strong working knowledge of Microsoft Office and Google Suite products
Location: Boston, MA
Duration: 6 Months
Applying for this role is straight forward Scroll down and click on Apply to be considered for this position.
About the Role As a member of the Global Real Estate & Workplace Services team (GREWS), the Workplace Services Concierge must have a passion for hospitality and customer service, ensuring every in-office experience is functional, productive, and memorable for our fellow members and visitors alike. The individual must maintain a continuous focus on delivering world class service, with a hospitality-first mindset infused within every interaction. The individual must have the ability to work independently and adhere to pivotal business and operational timelines and service deliverables.
What You’ll Do:
Serve as the main point of contact for visitors, greeting and welcoming guests to the site, directing them appropriately and notifying company employees of the visitor arrival
Call Management / Switchboard: Answering, screening and forwarding calls to appropriate departments and/or staff
Assist in the execution of all in-office workplace service events and/or employee activities, partnering with the broader workplace services team to ensure experiences are timely and equitable for all
Assist with company local events & meetings (onsite/offsite conference room reservations, catering, décor, coordination, etc.)
Assist with pre-event coordination and planning, room/space set-up, and post-event reset of physical spaces including training and conference rooms
Support new-hire and onboarding process including workspace preparation, arrival and access credentials, and site familiarization
Maintain security by following approved procedures, in partnership with Global Physical Security
Maintain safe and clutter-free reception area, serving as the first impression moment for arrivals to the Client offices
Serve as the local subject matter expert for visiting staff as it relates to hotels, restaurants, team building activities, and general area knowledge
Respond to all workplace inquiries, assesses needs or issues, and takes the necessary corrective action. Follow-up with proper leadership escalation or documentation where necessary
Procure office supplies and maintain accurate inventory levels; including but not limited to snacks/supplies for break area, copy center, shipping/courier supplies
Receive, sort and forward incoming mail. xsgimln Maintain and route publications
Coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.)
Office administration tasks as necessary (vendor setup, purchase orders, invoice processing, etc.)
Requirements:
Minimum of 2 years professional experience
Office Services, Concierge, or Reception related experience preferred. Previous hotel/hospitality front-of-house experience is also welcome
Exceptional written and verbal communication skills, including the ability to communicate with all levels of staff, clients, and external professionals
Experience interacting with people at all levels, including senior management
Basic understanding of local building and fire codes, Fire Life Safety plans, and Environmental Health & Safety standards is welcome
Demonstrated ability to work independently and prioritize multiple tasks
Flexibility to perform job tasks outside of job description when necessary
High level of integrity and ethics, with the ability to maintain confidentiality
Strong working knowledge of Microsoft Office and Google Suite products