Job Title: Reception and Office Services Assistant

Reports To: The Reception and Office Services Assistant will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership.

Job Overview:

The Reception and Office Services Assistant provides exceptional customer/client service by:

• Maintain conference rooms, catering pantries and office break areas, including event setup and breakdown, and supplies restocking.
• Maintain Visitor Offices in a clean, orderly and ready state
• Provide reception coverage two or more hours each day.
• Answer, screen, direct and place telephone calls and direct lawyers, clients, staff and visitors to appropriate destinations.
• Ensure all aspects of conference room reservations are completed with relevant, accurate information to facilitate successful meetings and adjust as necessary to accommodate current and last minute changes.
• Become accustomed to the capability of each conference room, including seating capacity, AV equipment, etc., to ensure appropriate room reservation for meeting requirements
• Perform scan, copy, print, mail and other administrative tasks
• Receive, sort and distribute mail and deliveries; circulate routings
• Adhere to timely and regular attendance; flexible to planned (and sometimes unplanned) overtime
• Perform other duties as assigned

Qualifications

• Excellent communication, organizational, and interpersonal skills.
• Minimum of two to three years of office services and/or reception experience strongly preferred

• The ability to learn & utilize Event Management Systems (EMS) software
• Strong customer service skills and an understanding of the importance of developing effective working relationships with others.Familiarity with remote connection platforms such as Zoom or Microsoft Teams preferred

Competencies:

• Driven by client satisfaction
• Strong integrity, solid business ethics
• Excellent communication skills
• Expert in customer service skills, professional attitude and appearance
• Good organizational skills
• Ability to maintain confidentiality
• Strong attention to detail
• Strong aptitude in effectively managing time and on-going tasks
• Results oriented
• Works well with people both internal (SPS) and external (assigned client)
• Fast learner
• Good at following instructions and handling change and/or adverse situations in customer service environments

Qualifications and Education Requirements:

• High School Diploma (or equivalent) required.
• 1-3 years prior work experience. Strong preference in previous administrative/reception/concierge professional experience.
• Ability to work assigned work hours determined by manager.
• Excellent organizational and time management skills.
• Analytical abilities and aptitude in problem-solving.
• Superb written and verbal English communication skills.
• A strong task driven personality driven by customer satisfaction.
• Ability to multi-task and prioritize tasks, assignments, and customer needs.
• Current knowledge or ability to learn computer-based systems required for functions of position such as: Multi-phone line systems, PC/Mac systems, MS Office experience, Multifunctional devices (i.e. Copiers/Scanners), Fax/mail machines and/or other devices used in SPS service areas.
• Required to maintain an overall professional appearance and attitude.
• Adhere to all policies and procedures required.

Physical Demands:

• Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 60 lbs.
• Ability to walk, bend, kneel, stand, and/or sit for an extended period of time.
• Manual dexterity required for operating office machinery (phone, copy machines, binding equipment, etc.).
• Ability to lift or move 40 lbs. or greater frequently.

Travel: None or Negligible

Other Duties:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

About SPS:

SPS is an award-winning employer of choice offering outsourcing solutions that leverage Intelligent Automation (Artificial Intelligence & Robotic Process Automation) in more than 22 countries across the globe.

In North America, our services include Mailroom Management (both physical and digital), Office Services such as Reception, Lobby Concierge and Conference Room Management in addition to Document Processing Services utilizing leading edge technologies. Our clients today are companies in sectors such as banking, insurance, legal, higher education, advertising and other professional services, including many Fortune 500 companies.

SPS is committed to delivering high caliber outsourcing experience to our clients and offering our employees challenging and exciting career opportunities throughout the North America region and globally. SPS is committed to investing in the professional development of our employees and offers competitive comprehensive benefits and diverse development training programs that lead to building careers.

At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity and diversity.

SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by law.