Hospitality Associate

Job Description

Job Description

Description :

• Greet and welcome clients / guests / visitors in a warm and friendly manner and answer any questions they may have. Seat clients in conference room. Offer and provide beverages / snacks, as requested. Notify team members when client / guest / visitor has arrived.
• Maintain front desk area and all common areas, meeting rooms in a clean and tidy manner at all times
• Answer questions and address complaints
• Answer all incoming phone calls, preferably within three rings (one-hour lunch covered by other staff members) in a polite and friendly manner – redirect calls or take messages
• Check general voice mail box and forward messages to appropriate team member
• Make copies for team members
• Review conference room calendar reservations. Review and print daily schedule for team reference. Ensure all in-office appointments are assigned to a conference room.
• Rearrange furniture in all conference rooms, as needed, based on meeting needs
• Monitor and replenish supplies at the client coffee / tea station
• Maintain tidiness in the first-floor kitchen. Run dishwasher. Stock client beverage refrigerator
• Make service calls for copier, as needed. Restock paper in copier drawers twice daily
• Receive packages, etc. and distribute them accordingly
• Process incoming mail per procedures in notebook. Log all incoming mail received by special delivery and deliver accordingly
• Process outgoing mail and envelopes, as needed
• Prepare outgoing mail by drafting correspondence, securing parcels etc.
• Check, sort and forward emails
• Monitor office supplies and place orders when necessary
• Keep updated records and files
• Operate standard office equipment on a regular basis, including the copy machine, postage machine, etc.
• Keep detailed and accurate records of visitor requests and of calls received
• Receive deliveries; sort and distribute
• Replenish supply of client gifts, pens, tissues, newsletters, and note-taking paper in the conference rooms
• Organize and send out client birthday cards, and team member birthday and anniversary cards
• Update and start up reception area welcome PowerPoint daily
• Prepare “packets” for seminars, board presentations, client meetings, etc., as needed
• Help with travel arrangements, schedules, company events, etc.
• Respond to phone calls, texts, and e-mails in a timely fashion
• Follow and adhere to Company policies, procedures, and guidelines
• Willing to learn the industry and help us maintain and grow our marketplace position
• Attend business meetings and trainings as required
• Perform other administrative tasks and special projects as assigned

Requirements :