Hospitality Associate

RR Donnelley-posted about 3 hours ago

$23 - $24/Yr

Full-time • Entry Level

Onsite • Fort Lauderdale, FL

5,001-10,000 employees

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Williams Lea is hiring for a Hospitality Records Associate for our Boca Raton office to work Monday to Friday 8:00 am to 5:00 pm! The Records Associate is responsible for delivering exceptional customer service to our clients in Records services, including, but not limited to file and database maintenance, fulfilling client record requests and general records and office duties, as needed. The associate will also be responsible for front of house duties such as greeting of clients, staff, visitors and answering of telephone at front desk. They will work with the manager to check conference rooms and meeting scheduler throughout their shift and make note of any changes to ensure meetings are set-up accurately. This will include the set up and clean up of conference rooms according to client’s request, including audio/visual equipment, food, beverages, utensils, ice, etc.

Perform records services work according to established policies and procedures
Assess job requests, identify correct process needed to create and manage records files, and ensure appropriate completion throughout task lifecycle
Use established standards and formats to create new records files, conduct data entry into records management database, prepare records and records boxes for off-site storage, as necessary
Locate and retrieve records files, liaise with storage vendors when needed
Adhere to record and document retention policies, including following up on the proper return, collect, and refiling of records
Use customer service skills to maintain and enhance customer relationships, or otherwise complete records requests to client satisfaction
Demonstrate intermediate use of equipment/technology/software and hardware necessary to perform job functions
Utilize appropriate logs and/or tracking software for all assigned work
Prioritize workflow requests and meet contracted deadlines for accepting, completing, and delivering all work
Communicate with peers, supervisor or client on job or deadline issues
Handle sensitive and/or confidential documents and information
May perform Quality Assurance on work of others
May train new staff members
Interact with clients in person, over the phone or electronically
Check conference room and meeting scheduler throughout shift and make note of any changes to ensure meetings are set-up accurately
Set up conference rooms according to client’s request, including audio/visual equipment, food, beverages, utensils, ice, etc
Clean up conference rooms after use and return property to vendors if necessary
Prepare coffee and other beverages in assigned kitchens each morning
Clean up coffee makers in each kitchen in the evening
Communicate with supervisor or client on meeting request concerns or deadline issues
Maintain inventory of catering supplies and order supplies as needed
Place orders for food and beverages for use during meetings Assist in training
Adhere to Williams Lea policies in addition to client site policies
Use equipment and supplies in a cost-efficient manner
Troubleshoot basic equipment problems
Assist Office Services or peer teams in other service lines, as needed
Complete other tasks and assignments as assigned by management
Be able to lift up-to 50 lbs. on a regular basis, including but not limited to pushing carts of files and lifting boxes of files

Highschool diploma or equivalent required. Higher level education preferred or equivalent work experience
Minimum 2 years’ experience preferably in a legal, banking or large corporate environment
Legal records services, record-keeping, records management experience
Intermediate skill in the use of MS Office software (Word, Excel)
Ability to work in a fast-paced, team environment, working both independently and collaboratively
Ability to prioritize work, balance projects and meet deadlines in a timely manner
Attention to detail with good organizational skills and emphasis on accuracy and quality, even with high volume of repetitive tasks
Ability to handle sensitive and/or confidential documents and information
Ability to make decisions that conform to business needs and policy
Good problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level.
Good written and verbal communication skills, including professional telephone and email etiquette
Must be self-motivated with positive can-do attitude
Proven customer service skills are required to create, maintain and enhance customer relationships
Must be able to interact effectively with multi-functional and diverse backgrounds

Knowledge of software programs for legal records services, records management or record-keeping preferred
Knowledge of a legal timekeeping or job tracking system is preferred

RRD’s benefit offerings include medical, dental, and vision coverage, paid time off, disability insurance, 401(k) with company match, life insurance and other voluntary supplemental insurance coverages, plus parental leave, adoption assistance, tuition assistance and employer/partner discounts.

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