Office Coordinator in Parsippany-Troy Hills, NJ at DISYS

Date Posted: 7/24/2018

Job Snapshot

Job Description

•        HS Diploma or GED required. Previous Front Desk, Concierge, customer service or other hospitality experience preferred.

•        Minimum of one year(s) related experience (e.g. Front Desk, Concierge or Customer Service roles).

•        Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.

•        Ability to write routine reports and correspondence.

•        Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor.

•        Ability to effectively present information to an internal department and/or large groups of employees.

•        Requires basic knowledge of financial terms and principles.

•        Ability to calculate simple figures such as percentages.

•        Ability to understand and carry out general instructions in standard situations.

•        Ability to solve problems in standard situations.

•        Requires basic analytical skills. Intermediate skills with Microsoft Office Suite products such as Word, Excel, Outlook, etc.

Ability to work flexible work schedules based on business needs. 

Job Requirements

•        Reception

•        Provide concierge and best in class service offerings to our customers and clients. • Answer telephones in a professional manner and accurately direct calls.

•        Greet clients and customers and verify entry into visitors system.

•        Maintain organized reception and conference room area.

•        Input visitors into base building system if required.

•        Maintain amenity information (i.e. on-site or near amenities, transportation, community retail, organizational information, etc.).

•        Wear clean, pressed, employer provided business attire, at all times.

•        Maintain confidentiality. Conference Services

•        Sending initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the current status of the meeting, the accuracy of participant counts, the need for special equipment, etc..

•        Help with setup/clean up of conference rooms for client meetings and events as needed to include beverage service as needed.

•        Take timely action on all incoming emails sent to the Conference Services in Box; efficiently monitor and prioritize in-coming email requests; adhere to set procedures for follow through, organization and individual flagging of emails. • Oversee self-service rooms that are managed through reservation system.

•        Enter all information correctly and completely into the reservation system in order to produce accurate reporting and tracking.

•        Proactively audit reservations to confirm all required information is present.

•        Record Volume and metrics data for reporting as required.

•        Space planning for meetings to ensure efficient utilization of existing meeting rooms.

•        Conduct daily walkthrough of conference center to ensure space readiness; all bookable spaces are clean and equipment is working; conference room furniture & equipment is accounted for and in working order.

•        Respond promptly to last minute requests from clients requiring additional porter, catering and equipment; able to contact appropriate department for immediate response.

•        Manage video conference rooms and coordinate with other locations as needed.

•        Assist in maintaining pantry areas in a neat and orderly manner.

•        Manage pantry supplies and place refill orders as needed. Mail Services

•        Handling, tracking and sorting of Incoming USPS Mail, Accountable (FedEx, UPS, DHL, Certified and Registered) Mail, Freight and Packages within established timeline.

•        Operating postage meter and scanning equipment to track all accountable mail

•        Security Screening of Inbound Mail, Freight and Accountable Mail (may include x-raying or other methods of detecting suspicious items).

•        Process Incoming and Outgoing Interoffice mail for shipment within established timeline.

•        Assist customers with the shipment of freight or packages, may include proper packing of equipment for safe handling.

•        Consult clients/customers on proper outbound courier and mail service options.

•        Coordinate requested courier pick-ups with approved courier services Vendors.

•        Maintain adequate courier shipping supplies inventory by placing orders as necessary.

•        Maintain a clean and organized service center at all times.

•        Record Volume and metrics data for reporting as required. Records management

Digital Intelligence Systems, LLC. is an Equal Opportunity Employer, M/F/D/V. We do not discriminate against any employee or applicant because they inquired about, discussed, or disclosed compensation. Email recruitinghelp @ to contact us if you are an individual with a disability and require accommodation in the application process.