Conferencing and Hospitality Lead
About The Position
The Conferencing and Hospitality Lead works closely with office administration to represent the customer’s culture to the external world. The position greets visitors and clients, manages conference-room scheduling and meeting preparations, arranges client travel when needed, and supports company activities such as parties, group functions, and department meetings. It may also provide clerical and reception support, including copying, mail services, shipping and receiving, and handling the sorting and distribution of incoming and outgoing mail. The role supports client-facing staff and executive assistants, coordinates catering and vendors, assists with audiovisual equipment and facilities management, and may create proposals in customer systems and in a print production environment. The position reports directly to the Site Manager or Assistant Site Manager, depending on site personnel configuration.
Requirements
- High school diploma or equivalent.
- 1–3 years of experience in the field or a related area.
- Outstanding organization and coordination skills.
- Demonstrated customer service skills.
- Good PC skills, including proficiency with the Microsoft suite.
- Good problem-solving skills.
- Ability to use audiovisual equipment.
- Ability to work with minimal supervision or oversight.
Nice To Haves
- Experience working in a headquarters environment.
Responsibilities
- Greet visitors and guests, validate them against the guest list, provide badges, and arrange parking validation as necessary.
- Serve as a concierge for guests, clients, and staff, providing facility tours and recommendations for hotels, restaurants, and points of interest.
- Coordinate meeting catering with support staff and caterers.
- Maintain and update company phone and speed-dial lists.
- Schedule meeting rooms and ensure conference rooms have the necessary supplies and setup before meetings.
- Assist with audiovisual equipment for meetings.
- Provide backup clerical support for Executive Assistants.
- Assist with other departmental or non-client business activities when appropriate.
- Assist with daily facilities management.
- Create proposals in customer systems and in a print production environment.
- Support executive-level client-facing staff.
- Procure and coordinate vendors for special projects.
- Represent the culture of Ricoh and the customer as required.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
