Under daily supervision, the Concierge Specialist performs multiple tasks including, but not limited to: Acting as first point of contact for guests and local office staff, covering reception desk and phones, maintaining the general appearance of local office and office equipment, stocking and maintaining kitchens and all common areas, fulfilling meeting/event and print job requests, supporting local office affiliation, assisting with building services requests and performing other tasks as necessary. NAS is in temporary office space for the next several months until they transition to permanent space; the Concierge Specialist supports project work related to future operations, for example: maintaining roster of IT access badges and documenting security processes.

Concierge (Reception) responsibilities 

• Screening and transferring all incoming calls 

• Receiving visitors 

• Signing for all packages 

• Handling all meeting related food order and needs 

• Arranging for transportation for guests or visitors (call for car or taxi) 

• Booking conference rooms 

Building/Equipment/Facilities/Maintenance 

• Maintaining general cleanliness of office space (including conference rooms and common areas) on a daily basis 

• Organizing and maintaining all public storage areas 

• ​Assisting with coordination, set up, and cleanup of all office events 

• Ensure offices and conference rooms are clean and equipped for use on a daily basis 

• Assisting staff on use of office equipment 

• Coordinating with building management on housekeeping/maintenance requests, visitor access, after hours requests for extended HVAC, etc. 

• Monitoring working order of office equipment and working with IT to place service calls when necessary 

• Stocking paper daily on all printers and faxes 

• Maintaining cleanliness of and inventory in Mother’s Room 

• Developing and maintaining good relationships with service vendors 

Kitchen/Supplies 

• Stocking food, drinks, and paper/plastic supplies in kitchens 

• Tidying up kitchens and all common areas including running and emptying dishwasher 

• Cleaning, setting up, and maintaining all appliances (coffee/espresso machines, refrigerators, microwaves, etc.) 

• Receiving, stocking, and monitoring office supplies 

• Keeping an organized central supply closet 

• Stocking all printer stations with paper and toner cartridges daily 

• Stocking conference rooms with paper, pens, etc. 

• Maintaining inventory of all office supplies and reordering when necessary 

• Setting up and taking down periodic all-staff lunches 

Document Handling 

• Collecting and distributing mail, faxes, messages, paperwork, and other documents 

• Sorting and processing all mailing services, including UPS/FedEx and general postage 

• Arranging courier service for package pick-up and delivery 

• Processing large copy and binding jobs 

• Coordinating shredding services 

• Monitoring printer stations and public office spaces to ensure documents are handled per the firm’s document retention and confidentiality policies 

Conference Room/Meeting Management 

• Ordering and setting up food/beverages for special events/meetings 

• Coordinating and provisioning AV, Video, and other special equipment requirements for conferences and meetings 

• Ensuring presentations, video conference, and/or dial-in lines are up and running prior to each meeting 

• Ensuring conference rooms are clean before and after each meeting 

Other Administrative Tasks 

• Providing logistics support as needed for office events 

• Processing and cataloging office experience costs for timely budget reporting 

• Ensuring office documents such as the Business Continuity plan, intranet page, face page, etc., are continuously updated and relevant 

• Providing recommendations for improved office processes 

• Partnering with the Admin Services team on various projects and initiatives 

• Performing other duties as assigned or required

Concierge (Reception) responsibilities 

• Screening and transferring all incoming calls 

• Receiving visitors 

• Signing for all packages 

• Handling all meeting related food order and needs 

• Arranging for transportation for guests or visitors (call for car or taxi) 

• Booking conference rooms 

Building/Equipment/Facilities/Maintenance 

• Maintaining general cleanliness of office space (including conference rooms and common areas) on a daily basis 

• Organizing and maintaining all public storage areas 

• ​Assisting with coordination, set up, and cleanup of all office events 

• Ensure offices and conference rooms are clean and equipped for use on a daily basis 

• Assisting staff on use of office equipment 

• Coordinating with building management on housekeeping/maintenance requests, visitor access, after hours requests for extended HVAC, etc. 

• Monitoring working order of office equipment and working with IT to place service calls when necessary 

• Stocking paper daily on all printers and faxes 

• Maintaining cleanliness of and inventory in Mother’s Room 

• Developing and maintaining good relationships with service vendors 

Kitchen/Supplies 

• Stocking food, drinks, and paper/plastic supplies in kitchens 

• Tidying up kitchens and all common areas including running and emptying dishwasher 

• Cleaning, setting up, and maintaining all appliances (coffee/espresso machines, refrigerators, microwaves, etc.) 

• Receiving, stocking, and monitoring office supplies 

• Keeping an organized central supply closet 

• Stocking all printer stations with paper and toner cartridges daily 

• Stocking conference rooms with paper, pens, etc. 

• Maintaining inventory of all office supplies and reordering when necessary 

• Setting up and taking down periodic all-staff lunches 

Document Handling 

• Collecting and distributing mail, faxes, messages, paperwork, and other documents 

• Sorting and processing all mailing services, including UPS/FedEx and general postage 

• Arranging courier service for package pick-up and delivery 

• Processing large copy and binding jobs 

• Coordinating shredding services 

• Monitoring printer stations and public office spaces to ensure documents are handled per the firm’s document retention and confidentiality policies 

Conference Room/Meeting Management 

• Ordering and setting up food/beverages for special events/meetings 

• Coordinating and provisioning AV, Video, and other special equipment requirements for conferences and meetings 

• Ensuring presentations, video conference, and/or dial-in lines are up and running prior to each meeting 

• Ensuring conference rooms are clean before and after each meeting 

Other Administrative Tasks 

• Providing logistics support as needed for office events 

• Processing and cataloging office experience costs for timely budget reporting 

• Ensuring office documents such as the Business Continuity plan, intranet page, face page, etc., are continuously updated and relevant 

• Providing recommendations for improved office processes 

• Partnering with the Admin Services team on various projects and initiatives 

• Performing other duties as assigned or required

• High school diploma or equivalent 

• Minimum of one-year office services or retail experience preferred 

• Must be able to work standing up all or most of the time 

• Must be able to lift up to 50 lbs. on a regular basis 

• Ability to prioritize work to balance multiple projects and deadlines 

• Excellent verbal and written communication skills 

• Exceptional customer service skills 

• Conscientious, responsive to deadlines, arrives at work on time and able to work additional hours as needed 

• Ability to work both independently and with a team 

• Attention to detail with emphasis on accuracy and quality 

• Self-starter with high degree of flexibility and ability to work in a fast-paced environment 

• Strong organizational skills and attention to detail 

• Willingness to take ownership and an openness to feedback