Receptionist

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

As the Receptionist you will be the welcoming face and voice of our organization. As the first point of contact for clients, visitors, and employees, the Receptionist plays a crucial role in creating a positive and professional impression. The ideal candidate will handle phone calls, greet guests, and assist with administrative tasks, ensuring smooth operations and exceptional customer service.

Shift: Monday-Friday

Hours: 9am-6pm

Pay: $27

Receptionist

JOB RESPONSIBILITIES

Meeting Room Bookings:
• Handle meeting preparations, including verifying catering details, managing logistics associated with special event spaces
• Optimize meeting room spaces, making sure booked spaces are used and allocated appropriately
• Engages in fluid communication between firms’ functional groups
• Resolve any room scheduling conflicts or issues
• Assists with creating new meeting room reservations as requested while providing an outstanding customer service experience
• Review and manage meeting lists for each day
• Determine logistical goals of each meeting by consulting with meeting host
• Confirm and enter all meeting details into the existing event reservation application

Hoteling:
• Review and manage hoteling lists for each day
• Optimize hoteling spaces, making sure booked spaces are used and allocated appropriately
• Engages in fluid communication between the firms’ functional groups
• Follow up on no shows and cancellations
• Resolve any room scheduling conflicts or issues
• Assists with creating new meeting room reservations as requested while providing an outstanding customer service experience
• Confirm and enter all meeting details into the existing event reservation application

Meeting Room Management:
• Maintain visible support on the floors for guests and visitors, focused on connecting them with the right people/resources to get what they need and responding to ad hoc questions
• Review and manage meeting lists for each day
• Communicate to certain relevant internal departments, vendors, and building management regarding the specific needs of the reservation including room setup, audio visual, food and beverage requirements, Certificates of Insurance, etc.
• Support VIP and client meetings with meeting supplies, catering request and room set up. Assist with the following duties: registration, name tags, handout, pads and pens, bottle of water, guest Wi-Fi, etc.
• Provide real-time support for meetings, checking in with meeting organizers before meetings begin and providing a floor-based point of contact for additional support
• Interface with other associates/departments and redirect requests to when appropriate/necessary
• Arrange, coordinate and escort third party vendors to on site location where work related request will be conducted. Confirm that work is performed satisfactorily and close out tickets when work is completed.
• Maintain familiarity with the location of emergency exits and procedures, supplies, AEDs and First Aid Kit(s)

Catering and Events:
• Ensure all requirements and necessities regarding food and beverages are met for office events.

• Place all catering orders for meetings and events, with particular attention paid to accurate delivery times, specific dietary and cuisine requirements, appropriate headcounts, and remaining within budget

• Issue event forms detailing meeting and event logistics
• Manage catering orders: timing, delivery, set up, breakdown, etc.

Visitor Management:
• Enter all visitors into the building’s visitor management system, for meetings, events, and visits from vendors and other service providers

• Provide visitor access cards to visiting attorneys and employees who have misplaced their cards, keeping an up-to-date inventory of these cards and a record of who has each card at any given time
• Greet guests upon arrival, announce them to their host, and direct them appropriately to the conference room or office where they will be meeting
• Collect coats and bags, provide wifi instructions, direct guests to restrooms, and generally provide a hospitable welcome to the office

• Connect with guests upon departure, offering an umbrella, directions, or car service as needed

Concierge Functions:

• Arrange car service for attorneys and other staff, clients, and visitors

• Serve as a source of information regarding the Firm and its personnel, the office facilities, and the surrounding neighborhood, including local sights, food and beverage, entertainment, and lodging options

• Assist with flowers, gifts, and other treats for Firm employees and clients

Reporting:
• Regular reporting provided to management to track customer satisfaction SLAs
• Monthly tracking of conference room and hoteling space utilization
• Reporting on occupancy rates, most requested services and rooms, volume of requests, high volume users
• Monthly reporting on all Hospitality requests

JOB REQUIREMENTS
•• Proven experience in a hospitality and/or hotel driven leadership position
• Strong leadership and people management skills required; proven ability to assess performance, mentor and counsel associates is essential
• Excellent verbal and written communication skills
• The ability to thrive within a high pressured environment.
• Effective time management and conflict resolution skills required
• A high level of technology efficiency using Microsoft Office products and applications
• Experience working in an environment where priorities are constantly changing
• Excellent attention to detail and ability to think/work quickly under pressure
• Ability to prioritize, organize and follow up effectively.
• Ability to multi-task and process information expeditiously
• Ability to be a clear thinker, analyze, strategize, and resolve problems
• Ability to maintain confidentiality and security of any client information.
• Displays a pleasant and cheerful disposition at all times

Opensity is an Equal Opportunity Employer. 

We are committed to providing equal employment opportunities to all applicants and employees and do not discriminate on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law. 

Employment decisions at Opensity are based on qualifications, merit, and business needs. This policy applies to all aspects of employment, including recruitment, hiring, promotion, compensation, training, discipline, and termination. 

Opensity is committed to providing reasonable accommodations for qualified individuals with disabilities, for pregnancy related conditions, and for sincerely held religious beliefs, in accordance with applicable law. We do not tolerate retaliation against individuals who raise concerns or participate in an investigation related to equal employment opportunity.