Office Services Associate - Receptionist & Hospitality

Summary

The Office Services Associate will be part of a team that provides a superior level of service to our management, employees, clients, prospects and guests of the firm.  This is a high-visibility role that requires strong attention to detail, flexibility, and resourcefulness, with the ability to multi-task and juggle projects with aggressive deadlines. The ideal candidate is a strong leader who is also involved in the day-to-day operation of the Office Services Team.

Responsibilities

The individual will be involved in the following critical activities:

Front Desk

• Welcome visitors by greeting them in person or by telephone; answering or referring inquiries
• Greet, welcome, and announce guests appropriately; direct them to assigned conference rooms if needed
• Create daily schedule of meetings with external visitors, register external visitors with building security
• Screen and direct all main line incoming calls
• Manage the main phone line general greetings
• Monitor and check the general voice mailbox every morning
• Maintain appearance of conference rooms
• Manage conference room reservations
• Maintain reception area and all common areas
• Provide back-up phone coverage for Chicago office

Administrative

• Maintain current list of vendors and update with changes or additions, upon request
• Monthly expense report reconciliation for all office/pantry supply orders
• Perform weekly inventory of lunchroom, pantry and mother’s room. Order and stock items as needed
• Reconcile Seamless account expenses and route to Office Manager for approval
• Manage Seamless account: Create account for new hires and delete account for all terminations
• Provide backup support to Mailroom Associate & Hospitality Associate
• Assist Office Manager with ad hoc projects

Hospitality

• Assist with food & beverage set-ups for meetings, events, and GCM Eats, upon request
• Work with respective caterer(s) on menu selections
• Source new catering vendors upon request
• Order food, beverages, and snacks for GCM meal perk programs