Field Representative II, Concierge Hospitality

Field Representative II, Concierge Hospitality POSITION PROFILE

• This position will work closely with office administration to ensure we represent the customer's culture to the external world. Responsibilities include, but are not limited to:
• Greeting outside callers/clients.
• Managing conference room scheduling.
• Preparing for key client visits (signage, workspace prep, etc.).
• Handling client travel arrangements where necessary.
• Assisting with group company activities, including parties, group functions, and department meetings.
• This position may also include general clerical tasks, reception, copying, mail services, shipping and receiving products and supplies, sorting, and distributing incoming and outgoing mail. This position reports directly to the Site Manager or Assistant Site Manager, depending on site personnel configuration.

JOB DUTIES AND RESPONSIBILITIES

• Greet visitors/guests-validate against guest list, provide badge, parking validation as necessary.
• Serve as company concierge for guests, clients, and staff, providing tours, recommendations for hotels, restaurants, and points of interest.
• Coordinate catering for meetings with support staff and caterers.
• Maintain and update company phone & speed dial lists.
• Schedule meeting rooms, ensuring each conference room has necessary supplies and is properly set up prior to meeting times.
• Assist with audiovisual equipment for meetings.
• Provide clerical support for Executive Assistants as needed.
• Assist with departmental and non-client business activities when appropriate.
• Support daily management of facilities.
• Perform other duties as assigned.
• Assist with creation of proposals in customer systems as well as in the print production environment.
• Support Executive Level client-facing staff.
• Handle vendor procurement and coordination for special projects.
• Represent the culture of both Ricoh and the customer as required.

QUALIFICATIONS (Education, Experience, and Certifications)

Typically Requires:

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

KNOWLEDGE, SKILLS, AND ABILITIES

• Outstanding organization and coordination skills.
• Demonstrated customer service skills.
• Proficiency in PC usage, including Microsoft Suite.
• Strong problem-solving skills.
• Ability to operate audiovisual equipment.
• Minimal supervision required.

WORKING CONDITIONS, MENTAL, AND PHYSICAL DEMANDS

• Typically an office environment with adequate lighting, ventilation, and a normal range of temperature and noise level.
• Work assignments are diversified; ability to interpret, comprehend, and apply complex material, data, and instructions.
• Minimal physical effort required-work is mostly sedentary but includes walking, standing, bending, reaching, and lifting or carrying objects typically weighing less than 10 lbs. (e.g., papers, books, files, small parts).
• Moderate dexterity-regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination).

Disclaimer

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