WHAT YOU’LL DOUnder daily supervision, the Concierge Specialist performs multiple tasks including, but not limited to: Acting as first point of contact for guests and local office staff, covering reception desk and phones, maintaining the general appearance of local office and office equipment, stocking and maintaining kitchens and all common areas, fulfilling meeting/event and print job requests, supporting local office affiliation, assisting with building services requests and performing other tasks as necessary. NAS is in temporary office space for the next several months until they transition to permanent space; the Concierge Specialist supports project work related to future operations, for example: maintaining roster of IT access badges and documenting security processes.
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YOU’RE GOOD ATConcierge (Reception) responsibilitiesScreening and transferring all incoming callsReceiving visitorsSigning for all packagesHandling all meeting related food order and needsArranging for transportation for guests or visitors (call for car or taxi)Booking conference roomsBuilding/Equipment/Facilities/MaintenanceMaintaining general cleanliness of office space (including conference rooms and common areas) on a daily basisOrganizing and maintaining all public storage areasAssisting with coordination, set up, and cleanup of all office eventsEnsure offices and conference rooms are clean and equipped for use on a daily basisAssisting staff on use of office equipmentCoordinating with building management on housekeeping/maintenance requests, visitor access, after hours requests for extended HVAC, etc.Monitoring working order of office equipment and working with IT to place service calls when necessaryStocking paper daily on all printers and faxesMaintaining cleanliness of and inventory in Mother’s RoomDeveloping and maintaining good relationships with service vendorsKitchen/SuppliesStocking food, drinks, and paper/plastic supplies in kitchensTidying up kitchens and all common areas including running and emptying dishwasherCleaning, setting up, and maintaining all appliances (coffee/espresso machines, refrigerators, microwaves, etc.)Receiving, stocking, and monitoring office suppliesKeeping an organized central supply closetStocking all printer stations with paper and toner cartridges dailyStocking conference rooms with paper, pens, etc.Maintaining inventory of all office supplies and reordering when necessarySetting up and taking down periodic all-staff lunchesDocument HandlingCollecting and distributing mail, faxes, messages, paperwork, and other documentsSorting and processing all mailing services, including UPS/FedEx and general postageArranging courier service for package pick-up and deliveryProcessing large copy and binding jobsCoordinating shredding servicesMonitoring printer stations and public office spaces to ensure documents are handled per the firm’s document retention and confidentiality policiesConference Room/Meeting ManagementOrdering and setting up food/beverages for special events/meetingsCoordinating and provisioning AV, Video, and other special equipment requirements for conferences and meetingsEnsuring presentations, video conference, and/or dial-in lines are up and running prior to each meetingEnsuring conference rooms are clean before and after each meetingOther Administrative TasksProviding logistics support as needed for office eventsProcessing and cataloging office experience costs for timely budget reportingEnsuring office documents such as the Business Continuity plan, intranet page, face page, etc., are continuously updated and relevantProviding recommendations for improved office processesPartnering with the Admin Services team on various projects and initiativesPerforming other duties as assigned or requiredConcierge (Reception) responsibilitiesScreening and transferring all incoming callsReceiving visitorsSigning for all packagesHandling all meeting related food order and needsArranging for transportation for guests or visitors (call for car or taxi)Booking conference roomsBuilding/Equipment/Facilities/MaintenanceMaintaining general cleanliness of office space (including conference rooms and common areas) on a daily basisOrganizing and maintaining all public storage areasAssisting with coordination, set up, and cleanup of all office eventsEnsure offices and conference rooms are clean and equipped for use on a daily basisAssisting staff on use of office equipmentCoordinating with building management on housekeeping/maintenance requests, visitor access, after hours requests for extended HVAC, etc.Monitoring working order of office equipment and working with IT to place service calls when necessaryStocking paper daily on all printers and faxesMaintaining cleanliness of and inventory in Mother’s RoomDeveloping and maintaining good relationships with service vendorsKitchen/SuppliesStocking food, drinks, and paper/plastic supplies in kitchensTidying up kitchens and all common areas including running and emptying dishwasherCleaning, setting up, and maintaining all appliances (coffee/espresso machines, refrigerators, microwaves, etc.)Receiving, stocking, and monitoring office suppliesKeeping an organized central supply closetStocking all printer stations with paper and toner cartridges dailyStocking conference rooms with paper, pens, etc.Maintaining inventory of all office supplies and reordering when necessarySetting up and taking down periodic all-staff lunchesDocument HandlingCollecting and distributing mail, faxes, messages, paperwork, and other documentsSorting and processing all mailing services, including UPS/FedEx and general postageArranging courier service for package pick-up and deliveryProcessing large copy and binding jobsCoordinating shredding servicesMonitoring printer stations and public office spaces to ensure documents are handled per the firm’s document retention and confidentiality policiesConference Room/Meeting ManagementOrdering and setting up food/beverages for special events/meetingsCoordinating and provisioning AV, Video, and other special equipment requirements for conferences and meetingsEnsuring presentations, video conference, and/or dial-in lines are up and running prior to each meetingEnsuring conference rooms are clean before and after each meetingOther Administrative TasksProviding logistics support as needed for office eventsProcessing and cataloging office experience costs for timely budget reportingEnsuring office documents such as the Business Continuity plan, intranet page, face page, etc., are continuously updated and relevantProviding recommendations for improved office processesPartnering with the Admin Services team on various projects and initiativesPerforming other duties as assigned or requiredEXPERIENCE & QUALIFICATIONSHigh school diploma or equivalentMinimum of one-year office services or retail experience preferredMust be able to work standing up all or most of the timeMust be able to lift up to 50 lbs. on a regular basisAbility to prioritize work to balance multiple projects and deadlinesExcellent verbal and written communication skillsExceptional customer service skillsConscientious, responsive to deadlines, arrives at work on time and able to work additional hours as neededAbility to work both independently and with a teamAttention to detail with emphasis on accuracy and qualitySelf-starter with high degree of flexibility and ability to work in a fast-paced environmentStrong organizational skills and attention to detail* Willingness to take ownership and an openness to feedbackYOU’LL WORK WITHOur business management and operations team members work to ensure that BCG is running smoothly, efficiently, and productively. We are made up of executive and administrative (or case team) assistants, visual service artists, receptionists, facilities staff, and the team leaders and office coordinators who manage these operations and business management jobs.
