Receptionist 559968 $26-$27 - Forrest Solutions : Job Details

Concierge/Receptionist

Monday-Friday | 8:30 AM - 5:30 PM | 1-hour lunch break

Pay: $26.50-$27

We are seeking an exceptional Concierge/Receptionist to be the welcoming face of our firm. This individual will play a vital role in creating a positive and professional guest experience while providing outstanding service to our attorneys, staff, and clients. As the first point of contact, you will have a unique opportunity to make a lasting impression by ensuring a seamless and enjoyable visit for everyone.

Key Responsibilities

Guest Experience

• Welcome and check in guests, including clients, vendors, and attorneys from other offices, ensuring a smooth and efficient process.
• Coordinate guest reservations through our building's visitor management system and internal calendar, ensuring all relevant details are shared before arrival.
• Notify relevant teams about expected VIP guests and ensure reception coverage as needed.
• Provide exceptional service, including offering refreshments, assisting with Wi-Fi, and ensuring comfort during their visit.
• Facilitate the retrieval of access cards and provide last-minute assistance as needed upon guest departure.

Meeting Rooms & Hoteling Offices

• Manage conference room and hoteling office bookings in our scheduling system (EMS), including catering and AV requirements.
• Communicate event details to the relevant teams and confirm all arrangements with internal clients the day before.
• Resolve booking conflicts, manage last-minute requests, and ensure all spaces are refreshed post-use.
• Update and maintain the guest list, ensuring all room assignments and details are accurate and well-communicated.

Switchboard & Administrative Support

• Answer calls, transfer inquiries, and perform necessary intercom announcements.
• Update internal calendars, provide telephone directory edits, and adhere to the service of process protocol.
• Manage the office floral arrangements and assist with special requests such as gifts, flowers, and treats.
• Prepare daily announcements and submit expense receipts to the Operations Manager.

Internal Client Service & Operations

• Track and manage guest access cards and assist with general office maintenance and HVAC requests.
• Coordinate food orders for meetings, ensuring dietary preferences are respected and orders are accurate.
• Ensure timely invoicing and processing for food-related expenses.

Parking & Transportation

• Provide parking validations and schedule taxi or car services as needed.
• Manage and track the parking validation log and ensure accuracy at the month's close.

Office Events Support

• Assist in coordinating catering for office events, from menu selection to liaising with vendors and adjusting for dietary restrictions.
• Create tent cards for food stations and ensure all event logistics are in place.

Additional Responsibilities

• Maintain a clean and organized lobby and reception area, ensuring it always looks its best.
• Assist with filing fitness center waiver forms, provide backup support to guest services, and participate in special projects as assigned.

Qualifications

• A pleasant, professional demeanor with a strong customer service orientation.
• Exceptional organizational skills with the ability to multitask and prioritize in a dynamic environment.
• Strong communication skills with attention to detail.
• Ability to remain calm under pressure, work independently, and adapt to changing demands.
• Intermediate knowledge of Microsoft Outlook; basic knowledge of Microsoft Word and Excel.
• Bilingual skills are a plus.
• Flexibility to work overtime when needed.
• High school diploma or equivalent required.
• 2 years of prior experience as a Concierge/Receptionist in a professional services environment.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.