WHAT YOU'LL DO
Under daily supervision, the Concierge Specialist performs multiple tasks including, but not limited to: Acting as first point of contact for guests and local office staff, covering reception desk and phones, maintaining the general appearance of local office and office equipment, stocking and maintaining kitchens and all common areas, fulfilling meeting/event and print job requests, supporting local office affiliation, assisting with building services requests and performing other tasks as necessary. NAS is in temporary office space for the next several months until they transition to permanent space; the Concierge Specialist supports project work related to future operations, for example: maintaining roster of IT access badges and documenting security processes.
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YOU'RE GOOD AT
Concierge (Reception) responsibilities
Screening and transferring all incoming calls
Receiving visitors
Signing for all packages
Handling all meeting related food order and needs
Arranging for transportation for guests or visitors (call for car or taxi)
Booking conference rooms
Building/Equipment/Facilities/Maintenance
Maintaining general cleanliness of office space (including conference rooms and common areas) on a daily basis
Organizing and maintaining all public storage areas
Assisting with coordination, set up, and cleanup of all office events
Ensure offices and conference rooms are clean and equipped for use on a daily basis
Assisting staff on use of office equipment
Coordinating with building management on housekeeping/maintenance requests, visitor access, after hours requests for extended HVAC, etc.
Monitoring working order of office equipment and working with IT to place service calls when necessary
Stocking paper daily on all printers and faxes
Maintaining cleanliness of and inventory in Mother's Room
Developing and maintaining good relationships with service vendors
Kitchen/Supplies
Stocking food, drinks, and paper/plastic supplies in kitchens
Tidying up kitchens and all common areas including running and emptying dishwasher
Cleaning, setting up, and maintaining all appliances (coffee/espresso machines, refrigerators, microwaves, etc.)
Receiving, stocking, and monitoring office supplies
Keeping an organized central supply closet
Stocking all printer stations with paper and toner cartridges daily
Stocking conference rooms with paper, pens, etc.
Maintaining inventory of all office supplies and reordering when necessary
Setting up and taking down periodic all-staff lunches
Document Handling
Collecting and distributing mail, faxes, messages, paperwork, and other documents
Sorting and processing all mailing services, including UPS/FedEx and general postage
Arranging courier service for package pick-up and delivery
Processing large copy and binding jobs
Coordinating shredding services
Monitoring printer stations and public office spaces to ensure documents are handled per the firm's document retention and confidentiality policies
Conference Room/Meeting Management
Ordering and setting up food/beverages for special events/meetings
Coordinating and provisioning AV, Video, and other special equipment requirements for conferences and meetings
Ensuring presentations, video conference, and/or dial-in lines are up and running prior to each meeting
Ensuring conference rooms are clean before and after each meeting
Other Administrative Tasks
Providing logistics support as needed for office events
Processing and cataloging office experience costs for timely budget reporting
Ensuring office documents such as the Business Continuity plan, intranet page, face page, etc., are continuously updated and relevant
Providing recommendations for improved office processes
Partnering with the Admin Services team on various projects and initiatives
Performing other duties as assigned or required
Concierge (Reception) responsibilities
Screening and transferring all incoming calls
Receiving visitors
Signing for all packages
Handling all meeting related food order and needs
Arranging for transportation for guests or visitors (call for car or taxi)
Booking conference rooms
Building/Equipment/Facilities/Maintenance
Maintaining general cleanliness of office space (including conference rooms and common areas) on a daily basis
Organizing and maintaining all public storage areas
Assisting with coordination, set up, and cleanup of all office events
Ensure offices and conference rooms are clean and equipped for use on a daily basis
Assisting staff on use of office equipment
Coordinating with building management on housekeeping/maintenance requests, visitor access, after hours requests for extended HVAC, etc.
Monitoring working order of office equipment and working with IT to place service calls when necessary
Stocking paper daily on all printers and faxes
Maintaining cleanliness of and inventory in Mother's Room
Developing and maintaining good relationships with service vendors
Kitchen/Supplies
Stocking food, drinks, and paper/plastic supplies in kitchens
Tidying up kitchens and all common areas including running and emptying dishwasher
Cleaning, setting up, and maintaining all appliances (coffee/espresso machines, refrigerators, microwaves, etc.)
Receiving, stocking, and monitoring office supplies
Keeping an organized central supply closet
Stocking all printer stations with paper and toner cartridges daily
Stocking conference rooms with paper, pens, etc.
Maintaining inventory of all office supplies and reordering when necessary
Setting up and taking down periodic all-staff lunches
Document Handling
Collecting and distributing mail, faxes, messages, paperwork, and other documents
Sorting and processing all mailing services, including UPS/FedEx and general postage
Arranging courier service for package pick-up and delivery
Processing large copy and binding jobs
Coordinating shredding services
Monitoring printer stations and public office spaces to ensure documents are handled per the firm's document retention and confidentiality policies
Conference Room/Meeting Management
Ordering and setting up food/beverages for special events/meetings
Coordinating and provisioning AV, Video, and other special equipment requirements for conferences and meetings
Ensuring presentations, video conference, and/or dial-in lines are up and running prior to each meeting
Ensuring conference rooms are clean before and after each meeting
Other Administrative Tasks
Providing logistics support as needed for office events
Processing and cataloging office experience costs for timely budget reporting
Ensuring office documents such as the Business Continuity plan, intranet page, face page, etc., are continuously updated and relevant
Providing recommendations for improved office processes
Partnering with the Admin Services team on various projects and initiatives
Performing other duties as assigned or required
EXPERIENCE & QUALIFICATIONS
High school diploma or equivalent
Minimum of one-year office services or retail experience preferred
Must be able to work standing up all or most of the time
Must be able to lift up to 50 lbs. on a regular basis
Ability to prioritize work to balance multiple projects and deadlines
Excellent verbal and written communication skills
Exceptional customer service skills
Conscientious, responsive to deadlines, arrives at work on time and able to work additional hours as needed
Ability to work both independently and with a team
Attention to detail with emphasis on accuracy and quality
Self-starter with high degree of flexibility and ability to work in a fast-paced environment
Strong organizational skills and attention to detail
* Willingness to take ownership and an openness to feedback
YOU'LL WORK WITH
Our business management and operations team members work to ensure that BCG is running smoothly, efficiently, and productively. We are made up of executive and administrative (or case team) assistants, visual service artists, receptionists, facilities staff, and the team leaders and office coordinators who manage these operations and business management jobs.