Job Description

The Receptionist delivers exceptional customer service for our clients. Responsibilities include leading employee(s) and directing workflow for reception and concierge services while serving as a subject matter expert and resource to the team.

Job duties

(* denotes an “essential function”)

• *Ensure team provides outstanding reception and concierge service to client, while building strong customer relationships

• *Communicate with direct reports, manager and client on job or deadline issues

• *Immediately escalate operational problems or issues to Supervisor or Manager

• *Handle client concerns and be able to problem-solve resolutions in accordance with policies and procedures

• *Produce required reports on schedule

• *Conduct and oversee quality assurance process to maintain efficient workflow and assure client satisfaction

• *Ensure clients and guests are welcomed in the office lobby and serve as a daily point of contact for any employee, visitor/guest or client escalations

  • *Ensure a seamless and personal guest journey

  • *Escort guests to their booked meeting room within the building, informing the host of the guest’s arrival

  • *Understand customer’s needs and provide them with 5 Star professional service.

  • *Attend to guests wishes and requirements.

  • *Answer the phone and make reservations, take and distribute messages or mail and redirect calls

  • *Acquire extensive knowledge of the premises and the nearby venues and businesses to make the most suitable recommendations

  • *Arrange events, excursions, transportation etc. upon request from guests

  • *Handle external and internal calls in a professional manner

  • *Assist hospitality with setting up rooms with beverages and food

  • *Manage any external catering requirements from third party vendors

  • *Book meeting rooms using Condeco and MS Outlook accurately and ensure that all AV, room layout and food and beverage requirements are noted

  • *Continually monitor reception inbox ensuring e-mails are responded to in a timely manner

  • *Book transport for employees and clients

  • *Manage Visiting Attorney office and room bookings and visitor pass management

  • Liaise with other departments to ensure efficient communication and guest service, and creating a 'one team' approach to delighting your guests

  • Occasional requirement to support client functions that run into the evening

  • Adhere to Williams Lea policies in addition to client site policies.

Qualifications

What You'll Need

• 1+ years of customer service or administrative experience preferred
• High School or GED - Preferred

Knowledge, Skills & Abilities

• Ability to use good voice tone and to articulate clearly on the phone
• Ability to listen effectively to caller and visitor requests
• Customer service oriented
• Ability to meet deadlines
• Organizational skills, including follow up skills and attention to detail
• General understanding of Microsoft Office and the Web with ability to quickly learn internal digital platforms
• Ability to work overtime as needed
• Excellent attendance record required

Additional Information

Physical Demands:

• Sit: Must be able to remain in a stationary position - Constantly – at least 51%
• Walk: Must be able to move about inside/outside office or work location - Frequently – 21% to 50%
• Use hands to finger, handle, or feel: Operates a computer and other office machinery - Constantly – at least 51%
• Stoop, kneel, crouch, or crawl: Must be able to crouch down to stock shelves, pick up boxes, or position oneself to maintain computers in the lab/under desks/in server closet - Occasionally – up to 20%
• Climb or balance: Must be able to ascend/descend on a ladder, forklift, pallet jack, or other warehouse equipment - Occasionally – up to 20%
• Talk, hear, taste, smell: Must be able to use senses to effectively communicate with co-workers and clients and detect hazardous conditions - Constantly – at least 51%

Weight and Force Demands:

• Up to 10 pounds - Constantly – at least 51%
• Up to 25 pounds - Occasionally – up to 20%

Working Environment:

• Exposed to unpleasant or disagreeable physical environment such as high noise level and/or exposure to heat and cold - Occasionally – up to 20%

Rexel USA (A VEVRAA Federal Contractor), and its affiliated companies, is an EEO/Disabled/Veterans employer. All qualified candidates will receive consideration for employment without regard to any characteristics protected by law.

Our Benefits Include:

• Medical, Dental, and Vision Insurance
• Life Insurance
• Short-Term and Long-Term Disability Insurance
• 401K with Employer Match
• Paid vacation and sick time
• Paid company holidays plus flexible personal days per year
• Tuition Reimbursement
• Health & Wellness Programs
• Flexible Spending Accounts
• HSA Accounts
• Commuter Transit Benefits
• Additional Optional Insurance such as Pet Insurance, Legal Assistance, Critical Illness, Home and Auto Insurance to name a few.
• Employee Discount Programs
• Professional Training & Development Programs
• Career Advancement Opportunities – We like to promote from within

Our goal is to create a workplace where everyone feels respected, valued, and empowered to succeed as we understand that our success and innovation is enhanced by an inclusive and diverse workforce.
Rexel USA (A VEVRAA Federal Contractor), and its affiliated companies, is an EEO/Disabled/Veterans employer. All qualified candidates will receive consideration for employment without regard to any characteristics protected by law.