* Proactively greeting & supporting staff & guests
* Directing them to available open seating/space, making sure it's adequate and immaculate
* Teaming with reception to reserve & track available shared space
* Being a key resource for our staff & guests
* Providing guidance on available space
* Providing directions & tips for in the office and the surrounding neighborhood
* Implementing concierge service - including catering
Maintaining overall appearance of the office:
* Proactively checking all conference rooms, communal areas, offices and workstations often throughout the day to ensure that all work areas are clean and supplies are fully stocked
* Monitoring housekeeping for both individual and common spaces
* Checking all printers to make sure they are clean and organized; disposing of any client confidential material that has not been picked up in a timely manner
* Monitoring IT equipment in offices & conference rooms and reporting issue as necessary
Supporting office maintenance and repairs:
* Acting as a resource during office repairs, liaising with office experience team, building & vendors as necessary
* Reporting office/space issues and working with the team to address and rectify them
* Monitoring the basic functions of the printers, faxes and copy machines by replacing paper and toner; trouble shooting and calling for repairs when necessary
Catering coordination:
* Ordering catering and setting up food and beverages for numerous office meetings and events
* Track catering budgets and invoices
* Researching and developing relationships with local caterers
Office supplies:
* Ordering supplies and ensuring appropriate supplies are stocked and organized in shared workspaces
Individual office moves:
* Supporting and implementing the movement of personnel and furnishings, including IT equipment
* Preparing offices and work spaces for new staff members
* Cleaning out offices/spaces promptly when staff members depart or move
Mail coordination:
* Maintaining office mail supplies, including updating postage meter and postage rates in accordance with the United States Postal Service
* Coordinating mail/package delivery on a daily basis
* Managing the essential functions of Federal Express, UPS, and other courier services and ordering supplies when needed
* Facilitating internal printing and binding jobs
Kitchen coordination:
* Maintaining office kitchens, including proactively replenishing all kitchen supplies, food/drinks, etc.
* Heavy lifting required which can include large cases of food and drinks; able to use a step ladder
* Responsible for overall cleanliness and organization of office kitchens during the day. Ensuring proper maintenance of kitchen equipment and disposal of trash.
Conference room coordination:
* Responsible for overall cleanliness and organization of conference rooms and ensuring they have adequate supplies.
* Coordinating with meeting organizers & office experience team to ensure all meeting needs are met, including catering, furniture arrangement, IT and other room set-up
* Good working knowledge of our conference room/meeting technology in order to support basic IT needs along with ability to troubleshoot common user issues.
Teaming:
* Daily coverage of Concierge during lunch, receptionist vacation, and ad hoc breaks
* Providing backup to the other members of the Office experience team as necessary, especially on days with multiple internal events or when other team members are out of office
* Process and submit expenses on a monthly basis
* 1-2 years in an office environment or equivalent work experience
* Catering experience preferred
* Ability to spend significant time walking and standing
* Ability to lift and deliver large packages
* Ability to work within a budget
* Flexibility to work overtime
* Computer literacy required with strong knowledge of Microsoft Word, Excel, PowerPoint