Executive - Front office

Job Title

Job Description Summary

Job Description

• Ensures a smooth and seamless employee and guest experience by communicating warmly, clearly and effectively with the employee, guest, employee host, vendors, etc. to meet the request at hand 

• Consistently offers professional, friendly and welcoming interactions 

• Answers and screens all incoming internal calls to handle caller’s inquiries whenever appropriate and possible. Re-directs calls as needed and takes adequately detailed messages when required 

• Greets, assists and/or directs visitors, vendors and the general public employing a professional, courteous, and respectful demeanor at all times 

• Manages visitor badges and maintains appropriate visitor records 

• Is actively visible in the reception area and always accessible to the customer via phone or walkie talkie. Provides advance notice to manager and customer for personal time off. 

• Provides administrative relief and support, as needed, for personnel in administration, mail room and copy/publication 

• Maintains guest registration logs via electronic guest management system 

• Schedules, organizes and assists with event and meeting room reservations 

• Reviews all appropriate documents, manuals and standard operating procedures to be familiar with details of engaging with guest visitors, employees and visitors 

• Assists with any changes or new information promptly and reliably, following up with the customer to ensure satisfaction with course of action  

• Ensures positive guest/group experience, through personal interaction and attendance at functions or other interactions throughout the day. Must be flexible to accommodate irregular and/or extended hours. 

• Assists with administrative responsibilities, including supply ordering, visual inspection of conference rooms, guest space or supply closet or other responsibilities as required and requested. 

• Provides travel assistance, calling cabs, communicating arrival, etc. 

• Displays professionalism and a sense of pride in all aspects of his/her duties and responsibilities 

• Understands and adheres to all safety and security protocols 

• Reviews internal work order system and reports service requests through building work order system. Communicates to building management as tenant/landlord liaison  

• Coordinates necessary corrective actions by property management personnel, AV techs, or third party vendors 

• Serves as a liaison between client and building vendors 

• Assists in the coordination of events/catering/ad hoc requests