Event Services Specialist

Ricoh Americas Holdings

2d•Onsite

About The Position

The Event Services Specialist coordinates and supports onsite meetings, conferences, workplace events, and day-to-day office services while delivering an exceptional customer experience. The role provides event-planning logistics, meeting-room setup and breakdown, workplace readiness, mail and shipping services, document services, and general office operations. It supports employees, visitors, vendors, and business leaders in a fast-paced, customer-focused environment, and also assists with print production, mail services, shipping and receiving, and other workplace support functions. This is a hands-on, physically demanding role involving frequent movement throughout the facility, equipment and furniture handling, meeting-space setup, and support for large meetings and events from start to finish. The work takes place in professional office, conference, and workplace-services settings, with frequent interaction with employees, visitors, customers, and vendors and regular exposure to copier, printer, mailroom, and shipping equipment. Travel between customer buildings or work areas may be required. Occasional overtime, weekend support, or emergency-response activities may be required.

Requirements

High school diploma or GED.
1–2 years of experience in event coordination, workplace services, office operations, hospitality, conference services, customer service, or a related field.
Strong customer-facing experience in a professional environment.
Basic computer proficiency, including Microsoft Office applications.
Ability to manage multiple priorities in a fast-paced environment and work under tight deadlines.
Professional verbal and written communication skills, with strong customer-service and relationship-building abilities.
Strong organizational skills, attention to detail, and follow-through.
Basic troubleshooting and problem-solving skills.
Ability to work independently with minimal supervision and follow operational procedures and service-level commitments.
Ability to learn and operate office technology, production equipment, and workplace-service tools.
Ability to stand, walk, bend, stretch, reach, lift, push, and pull throughout the workday; regularly lift and carry up to 50 pounds and move tables, chairs, carts, packages, mail bins, and workplace equipment.
Ability to occasionally assist with moving equipment weighing up to 400 pounds using proper equipment and safety procedures.

Nice To Haves

Experience coordinating corporate meetings, conferences, workplace events, or employee programs.
Experience supporting conference centers, hotels, hospitality environments, or workplace-services teams.
Experience operating production printers, copiers, scanners, or mailroom equipment.
Experience with shipping, receiving, and mail services.
Working knowledge of shipping, receiving, mail processing, and document-management procedures.
A valid driver's license may be required based on site needs.

Responsibilities

Coordinate and support corporate meetings, conferences, training sessions, and special events from setup through breakdown.
Prepare conference rooms and meeting spaces, including furniture arrangements, room resets, audiovisual support, and workplace-readiness activities.
Serve as a primary point of contact for meeting and event support requests.
Collaborate with customers, administrative teams, vendors, and leadership to ensure successful meetings and events.
Provide professional customer service and respond promptly to workplace service requests.
Operate high-volume production copiers, scanners, printers, and related office equipment.
Perform document production, copying, scanning, imaging, binding, finishing, and quality-control functions.
Inspect convenience copiers and office equipment, provide routine maintenance support, troubleshoot basic issues, and escalate service requests when needed.
Stock paper, toner, and other supplies to keep equipment ready for use.
Process incoming and outgoing mail, packages, courier deliveries, and shipping requests.
Perform shipping and receiving duties, including tracking, distribution, and inventory management.
Distribute mail, packages, office supplies, and other materials throughout the facility.
Maintain service logs, inventory records, meter readings, operational reports, and job-tracking documentation; calculate charges and keep associated records when required.
Coordinate customer service requests related to print, mail, shipping, and workplace support services.
Deliver completed work to designated customer locations within and outside the facility.
Support filing, records management, document archiving, and retrieval activities.
Assist with office moves, workspace reconfigurations, and building occupant relocations as needed.
Maintain clean, organized, and professional service areas.
Provide occasional hospitality services and reception coverage.
Perform assigned light facility support and workplace maintenance duties.
Travel between customer buildings or work areas as required.
Support Ricoh Service Excellence initiatives and accurately capture operational metrics and job data.
Perform additional duties as assigned.