Event Services Specialist

Ricoh • Boston, MA

3d • $20 - $26 • Onsite

About The Position

The Event Services Specialist coordinates and supports onsite meetings, conferences, workplace events, and day-to-day office services while providing an exceptional customer experience. The role supports event planning logistics, meeting room setup and breakdown, workplace readiness, mail and shipping services, document services, and general office operations. It is a hands-on, physically demanding position involving frequent movement throughout the facility, equipment and furniture handling, and support for events from start to finish. The specialist also assists with print production, mail services, shipping and receiving, and other workplace support functions.

The role works in a professional office, conference, and workplace services environment, with frequent interaction with employees, visitors, customers, vendors, administrative teams, and leadership. It requires managing multiple requests and deadlines, maintaining professional service areas, and traveling between customer buildings or work areas as 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.
• Strong event coordination and organizational skills.
• Excellent customer service and relationship-building abilities.
• Professional verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and follow-through.
• Basic troubleshooting and problem-solving skills.
• Ability to work independently with minimal supervision.
• Ability to learn and operate office technology, production equipment, and workplace service tools.
• Ability to understand and follow operational procedures and service-level commitments.
• Ability to perform frequent standing, walking, bending, stretching, reaching, lifting, pushing, and pulling.
• Ability to lift and carry up to 50 pounds regularly and move tables, chairs, carts, packages, mail bins, and workplace equipment as needed.
• 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.
• Valid driver's license may be required based on site needs.
• Working knowledge of shipping, receiving, mail processing, and document management procedures.

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 execution of meetings and events.
• Provide customer service and respond to workplace service requests in a timely and professional manner.
• 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 routinely, provide maintenance support, troubleshoot basic equipment issues, and escalate service requests to technicians when necessary.
• Stock paper, toner, and other supplies to ensure equipment readiness.
• 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 for completed work and maintain related records when required.
• Respond to and 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.
• Support hospitality services and reception coverage on an occasional basis.
• Perform light facility support and workplace maintenance duties as assigned.
• 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.

Benefits

• Medical, dental, life, and disability insurance options.
• Retirement Savings Plan (401K).
• Health Savings Account (HSA) and Flexible Spending Account (FSA).
• Team member tuition assistance programs.
• Paid vacation time and paid holidays annually.
• Additional benefits supporting health, wellness, and personal and professional development.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED