Job Title: Office Services Associate
Location: Timonium, MD
Shift: 8:00am - 5:00pm; Monday - Friday
Pay - Rate: $24.00/hr - $25.00/hr
Overview:
We are seeking a proactive, courteous, and detail-oriented Receptionist to provide exceptional service at the front desk and support our conference center operations. The ideal candidate will possess a warm demeanor, excellent communication skills, and the ability to multitask in a fast-paced, professional environment. This individual will play a key role in maintaining a welcoming atmosphere and ensuring seamless operations for guests, employees, and meetings.
Key Responsibilities:
Reception Duties:
- Greet guests, visitors, and employees in a professional and friendly manner, either in person or via phone.
- Answer inquiries, redirect as needed, and assist guests with their needs, including offering beverages and attending to personal belongings (e.g., coats, luggage).
- Direct and escort guests, vendors, and clients to meeting rooms and other areas as needed.
- Provide information about building policies, practices, and services.
- Maintain a clean, organized, and welcoming reception area, including ensuring conference rooms are neat and ready for meetings.
- Ensure building security by following all policies, issuing visitor badges, and monitoring access through the security desk.
- Generate and follow up on maintenance work orders and building requests (e.g., freight elevator bookings, supplies).
- Coordinate messenger services and package deliveries when needed.
Conference Center & Hospitality Support:
- Assist in setting up catering for meetings and ensure all refreshments are stocked and replenished as needed.
- Support conference room setup and maintain cleanliness in break rooms and common areas.
- Restock pantries and ensure all supplies are readily available for guests and meetings.
- Provide concierge services as requested, such as arranging travel, reservations, and car service.
- Assist with meeting logistics and coordinate catering requests for internal and external meetings.
Mailroom Functions:
- Sort incoming mail and route to appropriate departments and individuals.
- Handle outgoing mail, ensuring it is properly packaged, labeled, and sent to the correct recipient or destination.
- Manage courier packages, ensuring timely delivery and receipt.
Print Operations:
- Handle daily print operations including black and white copying, color copying, binding, laminating, and litigation print jobs.
- Ensure print jobs are completed in a timely manner with attention to quality and accuracy.
- Operate and maintain print equipment, reporting any malfunctions or issues to the appropriate team.
Inventory Control:
- Maintain and organize inventory for office supplies, ensuring availability and restocking of essential materials.
- Track and manage stock levels for mailroom supplies, print materials, and other office items, reporting any discrepancies.
Administrative & Clerical Support:
- Assist with clerical tasks such as document production, filing, and maintaining updated contact lists for staff and attorneys.
- Support copying, printing, scanning, and mailing tasks, including processing USPS, FedEx, and other courier packages.
- Maintain and organize technology and support materials for guests' use.
Additional Responsibilities:
- Provide general administrative support to staff and attorneys as needed.
- Collaborate with team members to ensure efficient operations across departments.
- Handle any additional requests as needed by the organization, ensuring a high level of service.
Key Skills & Qualifications:
- Exceptional customer service and communication skills, both in person and over the phone.
- Ability to multitask in a fast-paced, high-energy environment.
- Strong attention to detail and organizational skills.
- Knowledge of office technology (phone systems, computers, and basic office equipment).
- Professional appearance and demeanor with the ability to interact effectively with all levels of personnel.
- Ability to maintain confidentiality and follow building security procedures.
- Previous reception or hospitality experience preferred.
- Experience with print operations and inventory management is a plus.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, or any other characteristic protected by law.