Hospitality and Office Services Coordinator

Ricoh Americas Holdings•Pittsburgh, PA

About The Position

The Hospitality and Office Services Coordinator works closely with office administration to represent the customer’s culture to the external world. The role includes greeting visitors and callers, coordinating conference rooms, preparing for client visits, arranging client travel when needed, and supporting company activities such as parties, group functions, and department meetings. It may also include clerical and reception work, copying, mail services, shipping and receiving products and supplies, and handling incoming and outgoing mail. The position reports directly to the Site Manager or Assistant Site Manager, depending on site staffing. The coordinator serves as a concierge for guests, clients, and staff; provides facility tours and local recommendations; coordinates catering and meeting logistics; assists with audiovisual equipment; supports executive-facing staff and Executive Assistants; helps manage facilities and vendors; and performs other assigned duties. Work is typically performed in an office environment. Assignments involve interpreting and conveying varied information, and the role is mostly sedentary with some walking, standing, bending, reaching, and light lifting or carrying.

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 Microsoft suite skills.
Good problem-solving skills.
Ability to use audiovisual equipment.
Ability to work with minimum supervision or oversight.

Nice To Haves

Experience working in a headquarters environment.

Responsibilities

Greet visitors and guests, validate them against guest lists, and provide badges and parking validation as needed.
Serve as a company concierge for guests, clients, and staff, including 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 they 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 in daily facilities management.
Perform other duties as assigned.
Create proposals in customer systems and support the 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.
Prepare for key client visits, including signage and workspace preparation.
Handle client travel arrangements when necessary.
Assist with company activities such as parties, group functions, and department meetings.
Perform general clerical and reception duties, copying, mail services, shipping and receiving, and sorting and distributing incoming and outgoing mail.