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Brighter is an adaptive agency. We meet our client's challenges head on, designing intelligent solutions to drive constant improvement. Through a mix of technology, ingenuity and good old fashioned hard work, we bring about meaningful change in some of the world's leading brands. www.brightercollective.com
About The Job:
The Company Concierge ("CC") will be the first introductory face of the company. Their primary function is to welcome guests and employees in-person and over the phone. The CC will operate a multi-line telephone system and answer incoming calls and be expected to direct callers to appropriate personnel as needed. They will also protect employees from unwanted spam or recruiter callers. It is the hope that the CC will grow into a proactive role with the phones and efficiently manage phone lists, directories, callers and the like. The ideal candidate will be highly-motivated and a proven administrative professional who understand the importance of professionalism, confidentiality/discretion, efficiency, positivity, proactivity and know how and when to have fun in the workplace.
The CC also manages and takes proactive pride in the reception area. The reception area must be kept clean, music kept on and appropriate, and the TV should always be tuned to a non-offensive channel or company promotional video. The CC should proactively inform the VP, Operations on things needed to make the reception area more welcoming and provide ideas on how things can be made more efficient (not only for the reception area but for the company as a whole). CC should also close down the reception area each night by turning off lights and equipment, making sure all supplies are stocked or ordered appropriately, informing the company and VP that they are leaving for the day/night, and by keeping their desk area neat and free of clutter. In cases when the CC will not be in the office, and/or plans to leave early, proactive notifications to the VP, Operations should be made so that there is a coverage plan in place.
The CC will ensure that all visitors are appropriately announced and taken care of (providing them a soda, juice or water drink) and made comfortable and kept aware of how long they will be waiting. It is expected that the CC will be friendly, welcoming, professional and personable to all visitors, guests and employees. On occasion the CC will be asked to give visitors and guests a tour of the office from a historical and logistical standpoint.
The CC also provides excellent service to all executives and team members with regard to all travel related matters. They must possess an inherent understanding of service and should be familiar with all policies and procedures related to travel (i.e. TripIt, and Outlook Calendars). They will be responsible for organizing, communicating, negotiating, obtaining approval, tracking and expensing all travel related matters.
Regarding policies and procedures, it is expected that the CC uphold and value all company policies and procedures, and adhere to them, always. They also must know where to find information on policies and procedures, and in cases where they do not exist, should know who to ask or inform so the correct path can be taken.
The CC also works closely with the VP, Operations and Operations team members to ensure all supplies are stocked and that all upcoming events are planned, paid for and executed successfully. CC will be responsible for proactively ordering supplies before they run out and for keeping an up-to-date inventory of snacks, drinks, and office supplies which can be made available for review on a moment's notice.
Regarding company events, the CC will work closely with the Operations team and company executives/managers to plan and execute these events as needed (i.e. retreats, camping trips and holiday/birthday celebrations). The CC will be required to stay within a budget, and subsequently update that budget, before and after events or supply orders.
The CC will be responsible for keeping all common areas in the office clean. This includes, but is not limited to: reception area, conference rooms, kitchen/caf?, outdoor company areas, huddle areas and common meeting rooms. While not responsible for cleaning bathrooms, he/she is responsible for taking note and stock of things that can be cleaned in the bathrooms. Note: this role does include doing dishes, and/or facilitating others to do their dishes. The above are expected to be daily (if not twice daily) and as-needed tasks to be completed. The CC will also be responsible for informing maintenance when large issues arise (spills, light bulbs out, broken appliances, and the like) and for making sure the issues are remedied in a timely and efficient manner.
Regarding Conference Rooms, the CC is responsible for posting the bookings and occupancy of the conference rooms, every morning, outside of the door in a neat and efficient manner. They also must make sure all supplies are stocked and ready for any and all meetings in those conference rooms. At the end of each day, the CC must do a sweep of all common areas and make sure they are presentable for the next working day -- this also includes the shutting down of lights and equipment when not in use to save energy (this should happen multiple times per day).
The CC will keep all Vendor lists, with usernames, passwords and contact information handy and up-to-date. When a need arises with a Vendor, the CC will facilitate it and are expected to proactively ask for help when needed. Proactivity is core to this role.
There are some HR related tasks in this role, as well. The CC may be asked to help in personnel records administration, payroll administration, payroll submission, paid time-off accrual and reporting administration, benefit assistance, team building assistance, team training assistance, recruitment (job postings, etc.) and interview administration, applicant administration, compliance administration and performance review tracking and assistance. CC may also be asked to run company-related errands, for which they will need to use their own car. CC may be asked to take notes in meetings, type them and circulate them to the appropriate meeting attendees and team members.
On a weekly and as-needed basis, the CC will be asked to run timesheet reports and police those who are delinquent with the goal of a clean company-wide timesheet that the end of each week.
Daily, the CC will receive, sort and deliver mail to appropriate locations and/or team members.
Lastly, the CC is responsible for receiving expense reimbursements and making sure they are approved. From receipt of bills and credit card expenses, to Quick Book entry, this process mostly resides with the CC.
All Applicants MUST be able to:
Expenses & Quick Books
? Receive expense reimbursements, categorize and enter into Quick Books.
? Assist with preparation and processing of company payroll.
? Provide assistance with Accounts Receivables, accounts payables, credit card charges, travel expenses, monthly budgeting and expense reports, etc.
Office Coordination
? Provide phone Support during regular business hours and direct callers to the appropriate Team Member.
? Manage reception area and ensure all guests are greeted professionally.
? As needed, assist with office repairs or coordination of visits for office repairs.
? Serve as a resource to callers with information such as company address, directions to the company location, company fax numbers, company website, and other related information.
? Manage office supply inventory including assessing & managing inventory levels, ordering & receiving, and distribution.
? Coordinate with company vendors for service such as carpet cleaners, maintenance, HVAC, etc.
Travel Planning
? Manage all travel arrangements for the team as needed, including gathering all needed information, researching and finding the best deals for the company that also meets the needs of the travelling team member. Ensure traveler approval, book the travel and record all costs to the appropriate cost center.
? Assist with the coordination of logistics for team events such as on-site and off-site meetings including securing location, ensuring necessary equipment is available, catering if needed, etc.
Departmental & Employee Assistance
? Receive, sort and forward incoming mail including coordinating pick-up and delivery of express mail services (FedEx, UPS, etc).
? Assist team with keeping common areas tidy before and after staff meetings, conferences, and client meetings. This may include organizing conference rooms, rearranging seating to accommodate groups, etc.
? Run miscellaneous errands locally such as depositing check receipts at the local bank, purchasing necessary supplies and/or other items for company-sponsored FUN events, dropping off mail or FedEx packages at the local Post Office or FedEx depot, etc.
? Assist with HR related tasks such as posting job ads, updating website postings, conducting reference checks, pre-screening candidates, sorting resumes and maintaining a resume database, setting up interviews, creating new hire packets, etc.
Professional Qualities
? Above average communication skills (written & verbal, client & internal).
? Above average organizational and prioritization skills.
? Above average planning skills.
? Multi-Tasking: ability to easily juggle between booking travel, answering phones, and writing emails.
? Minimal knowledge of web applications, programming languages and technology.
? Ability to take constructive criticism and improve accordingly based on feedback.
? Be positive, direct, communicative, and collaborative.
? Be flexible.
? Be proactive.
? Be efficient.
Location: Playa Vista, CaCompensation: 40,000.00/yearPrincipals only. Recruiters, please don't contact this job poster.Please, no phone calls about this job!Please do not contact job poster about other services, products or commercial interests.PostingID:3539292256
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