POSITION PROFILE Overview
This vital role is responsible for overseeing the high-level management of meeting and event spaces, coordinating directly with clients and the firm to ensure exceptional service delivery on behalf of Ricoh. The position requires a strong focus on seamless hospitality operations, including food and beverage service, meeting support, and the setup and maintenance of office and conference areas.
Responsibilities Meeting and Events
- Serve as the coordinator for client meetings and events, ensuring smooth communication and alignment between clients, the firm, and the Ricoh team.
- Maintain knowledge of all conference spaces and provide guidance on room setups, meeting configurations, and best practices for food and beverage presentation.
- Possess a working knowledge of Tier 1 AV equipment and implement AV setups as required for meetings and events.
- Assist with the setup and breakdown of conference rooms and modular meeting spaces as needed.
Food and Beverage Coordination
- Oversee the delivery of food and beverages, ensuring consistent, high-quality presentation and service.
- Take responsibility for the accurate and timely setup of food and beverage services in meeting spaces, maintaining the highest standards of presentation and consistency.
- Stock pantry areas with all necessary items, including food, beverages, dry goods, and paper products.
Office Floor Management
- Ensure all office kitchens are well-stocked with china, glassware, silverware, snacks, and beverages.
- Maintain coffee machines, ensuring they are stocked, clean, and fully operational.
- Manage hoteling and visitor offices, ensuring spaces are clean, fully supplied, and appropriately personalized with correct client names.
Office Services
- Provide support in copy, production, scanning, fax, mail and shipping, records management, and light facilities support.
- Accurately complete jobs and projects according to required deadlines while maintaining quality standards.
Skills and Qualifications
- Strong organizational skills with a focus on consistent service delivery.
- Proficiency with basic AV setup (Tier 1) and willingness to learn and adapt to client-specific technologies.
- Proactive, detail-oriented, and solution-focused approach to meeting and event coordination.
- Strong commitment to client service and hospitality excellence.
- Excellent verbal and written communication skills.
- Ability to build relationships and collaborate effectively with clients, vendors, and internal teams.
- Ability to lead by example and positively influence team performance.
Working Conditions, Mental and Physical Demands
- Frequent exposure to copier and fax machine noise, toner, and varying room temperatures. May also be exposed to paper cuts associated with handling paper and opening boxes.
- Exposure to various weather conditions when travel between buildings is required. Office equipment may present opportunities for injuries or accidents.
- Daily telephone and in-person interaction with customers, employees, managers, and/or the Dispatch Department. Occasional interaction with vendors and equipment repair personnel.
- Tight deadlines and quick turnaround requirements may create high-stress situations.
- Physical demands may include extended periods of standing, walking, bending, reaching, stretching, and climbing, as well as lifting or moving items weighing up to 50 pounds.
- May be required to push or pull wheeled equipment weighing up to 400 pounds for repair or relocation purposes.
- Walking between buildings may be required.
