Concierge Services Coordinator

Description

• Greet guests and visitors warmly, making them feel welcome and invited.
• Setup and clean-up of specific office functions such as internal meetings, social hours/mixers, and other events.
• Maintain visitor office spaces daily to ensure they are clean, stocked with normal supplies and prepared for visitor use; assist with prepping identified spaces as needed for unscheduled DWT guests.
• Provide real-time support for meetings on all office floors, connect with meeting organizers to ensure accuracy of requests, and set-up or break down meeting rooms as needed.
• Arrange for all catering needs by acting as a liaison between food service vendors and the requester to ensure proper food order and delivery time, obtain appropriate chargeback information and prepare expense reports, and maintain a log of employee dietary restrictions with catering preferences.
• Provide food and beverage service to all conference rooms, meeting rooms and other event locations (off-site) as necessary.
• Assist visiting attorneys with requests such as secretarial support, car services, messenger services, and scheduling onsite office space.
• Maintain visitor and shared office space, conference rooms, and meeting space to ensure that they are clean, appropriately stocked, and prepared for use.
• Monitor team mailbox and chat-based workspace and respond to emails and office correspondence in a timely manner.
• Use various software applications, such as Microsoft 365 to help complete tasks throughout the day and help maintain electronic office reference materials and Intranet Portal pages as needed.
• Help plan, coordinate, and execute on office/client internal and external events, as well as assist with organizing and planning of special office events throughout the year, including office holiday parties and summer picnics.
• Secure rooms for meetings and conferences by using online scheduling software and follow up with the meeting organizers to establish best practices and capture lessons learned through surveys and anecdotal data.
• Arrange for temporary IDs (keycards) for visiting and onsite employees, guests, and vendors; help maintain visitor logs and management system, supporting a secure and safe work environment.
• Assist with maintaining inventory by ordering and stocking office supplies for common areas such as breakrooms, conference and meeting rooms, and supply rooms; help with streamlining vendor contacts and supplier management, and ensure shared office spaces are adequately set up for hybrid office schedules.
• Provide backup and overflow support to the office services staff and reception as needed, including scanning, copying, answering the phone, and drafting documents.

Join us if you have:

• 2+ years' related work experience in reception, office support, customer service, and copy or mailroom environment.
• An ability to work effectively in a team-orientated, service environment.
• Excellent interpersonal skills; dependable team player; well organized; self-starter; strong attention to detail; must possess good judgement and decision making skills.
• A high degree of attention to detail, quality control, and confidentiality as a trusted collaborator to help colleagues better understand their guests' needs while leveraging the most appropriate resources.
• The ability to identify and respond to customer/client issues/problems in a timely manner, and seek feedback/follow-up as appropriate.
• The ability to communicate clearly, effectively and professionally with lawyers, clients, staff, vendors, and other business contacts; both in verbal and written formats.
• The ability to learn and manage multiple projects simultaneously, and work under deadline pressures with minimal supervision; includes taking ownership of a problem associated with an assigned task and/or on behalf of the team when a business crisis occurs.
• Strong computer skills with a knowledge of Microsoft Outlook, Word and Excel is required; knowledge of all MS Office products strongly preferred. Demonstrated experience with scanning, uploading email, responding to internal text and chat messages, following email attachment procedures, file sharing, encryptions, etc.
• A professional demeanor and neat appearance while dressing appropriately for physical work.
• The ability to lift up to 50 pounds, be on feet most of the work day and use various pieces of services department equipment.
• The ability to read and write English proficiently.
• The ability to work extended hours or periodically change hours if needed.
• Schedule flexibility; you may be required to change work shift temporarily to accommodate special coverage needs - come in early or work later as needed.

Who We Are

What's in it For You?

• Choice of health and vision insurance plans
• 2 paid volunteer days for qualifying community service work
• Dental plan
• Fertility and adoption benefit
• Paid sabbatical after 13 years of service
• Tuition reimbursement
• Commuter benefits
• Retirement contribution