Office Services Specialist

Field Representative II, Concierge Hospitality

POSITION PROFILE

This position works closely with office administration to ensure the customer’s culture is represented to the external world. Responsibilities include greeting outside callers and clients, managing conference room scheduling, preparing for key client visits (signage, workspace preparation, etc.), and handling client travel arrangements when needed.

The role also supports group company activities such as parties, group functions, and department meetings. Additional responsibilities may include general clerical work, reception coverage, copying, mail services, shipping and receiving, sorting, and distributing incoming and outgoing mail.

This position reports directly to the Site Manager or Assistant Site Manager, depending on site configuration.

• Greet visitors and guests; validate against guest list; provide badges and parking validation as needed
• Serve as company concierge for guests, clients, and staff, including facility tours and recommendations for hotels, restaurants, and points of interest
• Coordinate catering for meetings with support staff and caterers
• Maintain and update company phone lists and speed‑dial directories
• Schedule meeting rooms and ensure conference rooms are properly supplied and set up prior to meetings
• Assist with audio‑visual equipment for meetings
• Provide backup clerical support for Executive Assistants
• Assist with departmental or non‑client business activities as appropriate
• Support daily facilities management
• Perform other duties as assigned
• Create proposals in customer systems and support print production workflows
• Support executive‑level, client‑facing staff
• Coordinate vendor procurement for special projects
• Represent the culture of both Ricoh and the customer

Typically requires:

• High school diploma or equivalent
• 1–3 years of experience in the field or a related area
• Experience working in a headquarters environment preferred

• Excellent organization and coordination skills
• Strong customer service abilities
• Proficiency with Microsoft Office and general PC skills
• Good problem‑solving skills
• Ability to use audio‑visual equipment
• Ability to work with minimal supervision

• Typical office environment with adequate lighting, ventilation, and normal temperature and noise levels
• Work assignments are varied; requires interpreting, comprehending, and applying complex information
• Minimal physical effort required; mostly sedentary work with occasional walking, standing, bending, reaching, and lifting items under 10 lbs.
• Moderate dexterity required, including regular use of calculators, keyboards, hand tools, and eye/hand coordination

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, efforts, or working conditions associated with the job.