Office Coordinator - ONLY W2

Role: Office Concierge

Location: Boston, MA

Duration: 6 Months

About the Role As a member of the Global Real Estate & Workplace Services team (GREWS), the Workplace Services Concierge must have a passion for hospitality and customer service, ensuring every in-office experience is functional, productive, and memorable for our fellow members and visitors alike. The individual must maintain a continuous focus on delivering world class service, with a hospitality-first mindset infused within every interaction. The individual must have the ability to work independently and adhere to pivotal business and operational timelines and service deliverables.

What You’ll Do:

• Serve as the main point of contact for visitors, greeting and welcoming guests to the site, directing them appropriately and notifying company employees of the visitor arrival
• Call Management / Switchboard: Answering, screening and forwarding calls to appropriate departments and/or staff
• Assist in the execution of all in-office workplace service events and/or employee activities, partnering with the broader workplace services team to ensure experiences are timely and equitable for all
• Assist with company local events & meetings (onsite/offsite conference room reservations, catering, décor, coordination, etc.)
• Assist with pre-event coordination and planning, room/space set-up, and post-event reset of physical spaces including training and conference rooms
• Support new-hire and onboarding process including workspace preparation, arrival and access credentials, and site familiarization
• Maintain security by following approved procedures, in partnership with Global Physical Security
• Maintain safe and clutter-free reception area, serving as the first impression moment for arrivals to the Client offices
• Serve as the local subject matter expert for visiting staff as it relates to hotels, restaurants, team building activities, and general area knowledge
• Respond to all workplace inquiries, assesses needs or issues, and takes the necessary corrective action. Follow-up with proper leadership escalation or documentation where necessary
• Procure office supplies and maintain accurate inventory levels; including but not limited to snacks/supplies for break area, copy center, shipping/courier supplies
• Receive, sort and forward incoming mail. Maintain and route publications
• Coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Office administration tasks as necessary (vendor setup, purchase orders, invoice processing, etc.)

Requirements:

• Minimum of 2 years professional experience
• Office Services, Concierge, or Reception related experience preferred. Previous hotel/hospitality front-of-house experience is also welcome
• Exceptional written and verbal communication skills, including the ability to communicate with all levels of staff, clients, and external professionals
• Experience interacting with people at all levels, including senior management
• Basic understanding of local building and fire codes, Fire Life Safety plans, and Environmental Health & Safety standards is welcome
• Demonstrated ability to work independently and prioritize multiple tasks
• Flexibility to perform job tasks outside of job description when necessary
• High level of integrity and ethics, with the ability to maintain confidentiality
• Strong working knowledge of Microsoft Office and Google Suite products