This position works closely with office administration to ensure the customer's culture is represented externally. Responsibilities include greeting callers and clients, managing conference room scheduling, preparing for key client visits (e.g., signage, workspace setup), and handling travel arrangements when necessary. The role also supports company activities such as parties, group functions, and department meetings.
Additional duties may include general clerical tasks, reception, copying, mail services, shipping and receiving, and handling incoming/outgoing mail. This position reports directly to the Site Manager or Assistant Site Manager, depending on site configuration.
Job Duties and Responsibilities Greet visitors/guests, validate against guest list, provide badges and parking validation as needed Serve as company concierge for guests, clients, and staff; provide tours and local recommendations Coordinate catering for meetings with support staff and vendors Maintain and update company phone and speed dial lists Schedule meeting rooms and ensure proper setup and supplies Assist with audio-visual equipment for meetings Provide backup clerical support for Executive Assistants Support departmental and non-client business activities as needed Assist in daily facilities management Perform other duties as assigned Create proposals in customer systems and support print production Support executive-level, client-facing staff Coordinate vendor procurement for special projects Represent the culture of both Ricoh and the customer Qualifications (Education, Experience, and Certifications) High school diploma or equivalent required 1–3 years of relevant experience preferred Experience in a headquarters environment is a plus Knowledge, Skills, and Abilities Excellent organizational and coordination skills Strong customer service orientation Proficiency in Microsoft Office Suite Effective problem-solving abilities Ability to operate audio-visual equipment Capable of working independently with minimal supervision Working Conditions, Mental and Physical Demands Typical office environment with adequate lighting, ventilation, and moderate noise Diverse work assignments requiring interpretation and application of complex information Minimal physical effort; mostly sedentary with occasional walking, standing, bending, and lifting (under 10 lbs.) Moderate dexterity required for regular use of tools and equipment (e.g., keyboard, calculator)Note: The above statements describe the general nature and level of work performed. They are not intended to be an exhaustive list of all responsibilities, skills, or working conditions associated with the role.