Reception Specialist

Ricoh Americas Holdings•Houston, TX

4d•Onsite

About The Position

This position provides a consistent and high-quality standard of food and beverage setup/service to clients, ensuring smooth delivery of conference and function services. It involves setting up and breaking down conference rooms according to event orders, maintaining cleanliness standards for kitchens, equipment, and meeting rooms. The role also includes assembling and arranging conference equipment, performing office maintenance such as trash removal, cleaning, and restocking, and may involve general clerical duties, reception, copying, mail services, and shipping/receiving. This role reports directly to the Site Manager or Assistant Site Manager.

Requirements

Requires high school diploma or GED
Ability to communicate clearly both verbally and in writing
Capable of working in a fast paced environment
Excellent customer service skills and organization skills
Basic computer and office equipment skills
Ability to meet/exceed customer expectations
Ability to follow directions
Maintain a clean and safe work area
Ability to work as a team or individually
Requires internal contact within department and with client personnel, external contact with customers, agencies, vendors, etc and general public
Physical effort is required such as walking, standing, bending, reaching, lifting or carrying objects could weigh up to 75 lbs or more (i.e. office furniture, conference room fixtures, equipment, supplies, etc.)
Walking and pushing 30 pound refresh cart to specific rooms including conference rooms, kitchens and break stations
Able to walk or stand for long periods of time
Requires moderate dexterity, regular application of basic skills (postage machine, office equipment, minor maintenance on conference room furniture, eye/hand coordination)

Nice To Haves

1-2 years of related hospitality and office experience is preferred
May require a valid driver's license and minimum levels of auto insurance coverage per Ricoh policy

Responsibilities

Greet visitors warmly and professionally, creating a positive first impression.
Manage emails with attention to detail, discretion, and confidentiality.
Check in guests efficiently, issue visitor badges, and promptly notify hosts of their arrival.
Ensure all visitor protocols are followed.
Assist in preparing conference rooms for gatherings and meetings.
Ensure spaces are set up according to requirements, including seating, A/V, and materials.
Coordinate catering orders in alignment with meeting needs and dietary preferences.
Track invoices and confirm timely delivery and proper setup of food and beverages.
Verify sound, video, and connectivity are functioning correctly.
Troubleshoot and resolve minor technical issues.
Lead in coordinating meeting rooms and events.
Train team members on responsibilities and tasks.
Perform conference room, function, and event set-ups/break downs (tables, chairs, podiums, divider walls, food, ice, refreshments, etc.).
Undertake general waiting and service duties of food and beverages.
Follow hygienic food and beverage handling procedures.
Provide general assistance in cleaning kitchen and function areas.
Manage conference/hospitality calendar, greet clients and guests.
Perform conference room sweeps (adjust chairs, wipe tables, stock supplies, adjust blinds).
Set up and assemble flip charts, whiteboards, and cork boards.
Perform food preparation set-up & break down for client meetings, parties & company events.
Maintain kitchens and clean kitchen equipment (coffee machines, refrigerators, microwaves, ice machines, etc.).
Load dishwasher with used items.
Order and keep track of inventory for supplies, food, beverages for kitchens, conference rooms, and pantries.
Maintain occasional cleaning duties in the office or building (trash removal, dusting, cleaning/restocking restrooms/break rooms, sweeping/mopping floors, vacuuming, window washing).
May perform general clerical, copy center, mail and delivery duties (distributing office supplies, packages, fax transmissions, mail).
Perform other job duties as assigned.