Hospitality and Office Services Coordinator

Ricoh • Pittsburgh, PA

8d

About The Position

The Hospitality and Office Services Coordinator works closely with office administration to represent the customer's culture to external visitors and clients. The role includes greeting callers and guests, coordinating conference room scheduling and setup, preparing for client visits, arranging client travel when needed, and assisting with company activities such as parties, group functions, and department meetings. Additional duties may include clerical and reception support, copying, mail services, and shipping, receiving, sorting, and distributing products, supplies, and mail. The position reports directly to the Site Manager or Assistant Site Manager, depending on the site's personnel configuration.

The coordinator also serves as a concierge for guests, clients, and staff; coordinates catering; maintains company phone and speed-dial lists; assists with audiovisual equipment; provides backup clerical support to Executive Assistants; supports executive-level client-facing staff; assists with facilities management; creates proposals in customer systems and print production environments; and coordinates vendors for special projects. Other duties may be assigned.

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 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 company concierge for guests, clients, and staff, including giving facility tours and recommending 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 necessary supplies and are set up before meetings.
• Assist with audiovisual equipment for meetings.
• Provide backup clerical support for Executive Assistants.
• Assist with departmental and non-client business activities when appropriate.
• Assist in daily facilities management.
• Create proposals in customer systems and 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.
• Perform other 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.
• Additional health, wellness, and personal and professional development benefits.

What This Job Offers

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