Multi-Site Office Services Specialist

Multi-Site Office Services Specialist
2 month (Temp to perm)
8:am- 5:00pm

Shift hours may vary depending on location: 7am 4pm, 8am 5pm, 9am 6pm. Overtime may be required. Work week Mon Fri. Candidates should be available for work between 7am and 7pm.
Use public transportation throughout downtown and midtown New York to travel to different worksites

Multi-Site position.
This position will work closely with office administration to ensure we represent the customer s culture to the external world.
This position includes, but is not limited to, greeting outside callers/clients, managing conference room scheduling, preparing for key client visits (signage, work-space prep, etc.), and handling client travel arrangements where necessary.
This individual would also be charged with assisting with any group company activities - parties, group functions, department meetings, etc. This position may also include general clerical, reception, copying, mail services, shipping and receiving products and supplies, sorting, distribution handling incoming and outgoing mail.
This position reports directly to a Field Manager.
Responsibilities:
Greet visitors/guests -validate against guest list, provide badge, parking validation as necessary.
Serve as company concierge in regards to guests, clients, staff, providing tours of facilities, recommendations for hotels, restaurants, points of interest, etc.
Coordinate catering for meetings with support staff and caterers.
Maintain and update company phone & speed dial lists.
Schedule meeting rooms, ensuring that each conference room has the necessary supplies and set-up prior to meeting times.
Assist with audio visual equipment for meetings.
Back up clerical support for Executive Assistants.
Where/when appropriate, the individual will also be asked to help with other departmental/non- client business activities.
Assist in daily management of facilities.
Perform other duties as assigned.
Creation of proposals in customer systems and well as print production environment.
Support Executive Level client facing staff.
Vendor procurement and coordination for special projects.
Represent the culture of both Ricoh and the customer as required.

Quals
CSP Assigned to this req: Nina Kowalke

THIS IS A MULTI-SITE ROLE - the contingent worker selected will be expected to use public transportation throughout downtown and midtown New York to travel to different worksites. Please make this very clear to your candidates.

Manager Job Description:

Pay Rate: /hour
Dress Code: All locations are high-end business casual for professional setting: business/financial organizations, law firms, etc.
Driving: No; Sites are located in NYC (Midtown and Downtown) and accessible by public transportation
COVID Vaccine Requirements: Candidates should be fully vaccinated in accordance with current CDC definition. There is no proof required at this time, however, it may be required for onboarding with various customers at the later time.

Daily responsibilities:
o Target skills: Hospitality, Office Services
o Employees will be working at multiple customer locations with and without supervision. Training will be provided.
o Reception and hospitality tasks: LAW Firm environment. Duties include
Greeting and assisting visitors
Answering and forwarding calls
Scheduling conference rooms through Outlook or other applications
Communicating with customers via Outlook, Microsoft TEAMS, and in-person
Assisting with stocking kitchen supplies, maintaining cleanliness and organization of kitchen and other office areas
Conference room set up/take down,
Mailroom operations
Other duties, as assigned
o Employees may be re-assigned to another site in the morning or in the middle of the day.
o Shift hours may vary depending on location: 7am 4pm, 8am 5pm, 9am 6pm. Overtime may be required. Work week Mon Fri. Candidates should be available for work between 7am and 7pm.

Lifting, standing, and walking required. Some sites may require walking between different buildings. Printing assignments may require standing for extended periods. Candidate will be required to lift no more than 50. Lifting will be occasional when shipping/receiving packages, receiving catering orders.

The manager is looking for someone with the following qualities:
o Reliable self-starter
o Customer Service Skills: The ability to meet and exceed customer expectations is crucial. This includes being positive, proactive, and professional
o Interpersonal Skills: Empathy, active listening, negotiation, and conflict resolution are vital for interacting with guests and handling difficult situations
o Attention to Detail: Noticing and addressing the small factors that contribute to a guest's satisfaction can set you apart
o Patience and Professionalism: Being patient and maintaining professionalism, even in challenging situations, is important for long-term success
o Law Firm Reception/Hospitality experience preferred
o Microsoft 365 apps, general computer experience required
o Ability to use audio visual equipment

This position takes place at multiple locations and parking is not applicable as all sites are in midtown and downtown NYC with public transportation access.

Typically Requires: Requires high school diploma or equivalent. Requires 1-3 years of experience in the field or in a related area. Experience working in Headquarters environment preferred. Outstanding organization and coordination skills. Demonstrated customer service skills. Good PC inclusive of Microsoft suite skills. Good problem-solving skills. Ability to use audio visual equipment. Minimum supervision/oversight required.

Start date:
5/19/2025

End date:
7/13/2025

Metasys Technologies is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identify, national origin, veteran or disability status.