Office Services Specialist

Job Description

Field Representative II, Concierge Hospitality

POSITION PROFILE

This position works closely with office administration to ensure the customer’s culture is represented to the external world. Responsibilities include greeting outside callers and clients, managing conference room scheduling, preparing for key client visits (signage, workspace preparation, etc.), and handling client travel arrangements when needed.

The role also supports group company activities such as parties, group functions, and department meetings. Additional responsibilities may include general clerical work, reception coverage, copying, mail services, shipping and receiving, sorting, and distributing incoming and outgoing mail.

This position reports directly to the Site Manager or Assistant Site Manager, depending on site configuration.

Job Duties And Responsibilities

• Greet visitors and guests; validate against guest list; provide badges and parking validation as needed
• Serve as company concierge for guests, clients, and staff, including facility tours and recommendations for hotels, restaurants, and points of interest
• Coordinate catering for meetings with support staff and caterers
• Maintain and update company phone lists and speed‑dial directories
• Schedule meeting rooms and ensure conference rooms are properly supplied and set up prior to meetings
• Assist with audio‑visual equipment for meetings
• Provide backup clerical support for Executive Assistants
• Assist with departmental or non‑client business activities as appropriate
• Support daily facilities management
• Perform other duties as assigned
• Create proposals in customer systems and support print production workflows
• Support executive‑level, client‑facing staff
• Coordinate vendor procurement for special projects
• Represent the culture of both Ricoh and the customer
  
  

QUALIFICATIONS (Education, Experience, Certifications)

Typically Requires

• High school diploma or equivalent
• 1–3 years of experience in the field or a related area
• Experience working in a headquarters environment preferred
  
  

KNOWLEDGE, SKILLS AND ABILITIES

• Excellent organization and coordination skills
• Strong customer service abilities
• Proficiency with Microsoft Office and general PC skills
• Good problem‑solving skills
• Ability to use audio‑visual equipment
• Ability to work with minimal supervision
  
  

WORKING CONDITIONS, MENTAL AND PHYSICAL DEMANDS

• Typical office environment with adequate lighting, ventilation, and normal temperature and noise levels
• Work assignments are varied; requires interpreting, comprehending, and applying complex information
• Minimal physical effort required; mostly sedentary work with occasional walking, standing, bending, reaching, and lifting items under 10 lbs.
• Moderate dexterity required, including regular use of calculators, keyboards, hand tools, and eye/hand coordination
  
  

Note: The above statements describe the general nature and level of work performed. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the job.

About Us

Come Create at Ricoh:

If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence.

Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of information—how it is collected, stored, managed, and shared—to unlock the potential in every organization. We deliver services and technologies that inspire our customers’ success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow.

Invest In Yourself

At Ricoh, you can:

• Choose from a broad selection of medical, dental, life, and disability insurance options.
• Contribute to your financial security with Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.
• Augment your education with team member tuition assistance programs.
• Enjoy paid vacation time and paid holidays annually
• Tap into many other benefits to enhance your health, wellness, and ongoing personal and professional development.