Key Duties and Responsibilities:

• Provide top-tier service to clients and business partners by answering phone calls, taking voicemails, setting appointments, and greeting guests.
• Welcome guests and provide refreshments, ensuring a positive guest experience with attention to hospitality and creating a welcoming environment.
• Maintain calendars, schedules, and postal logs, and coordinate meetings for the team.
• Oversee conference and meeting rooms, ensuring cleanliness and adequate supplies are available.
• Ensure the front desk and reception areas are professional, neat, organized, and courteous environment for clients, visitors, and staff.
• Ensure all surfaces are wiped down and disinfected daily, in the morning and at the end of the day. Clean both kitchen appliances such as microwave, refrigerator, coffee machine, and dishwasher thoroughly, including all removable parts and surfaces, ensuring they are dry and reassembled properly before use.
• Assist with administrative tasks such as filing and client folder maintenance.
• Ensure office supplies are in stock and replenished.
• Create and print shipping labels according to varying requirements, ensuring accurate labeling for different types of shipments and delivery needs. Update the shipping status and inform the sender once the shipment has been dispatched.
• Submit work orders for building repairs and general office needs.
• Provide support to multiple departments, assisting with tasks like mailing, scanning, organizing files, putting swag bags, gift bags and document preparation.
• Manage ticket validation processes, including distributing ticket validations to guests and ordering additional validations as needed.
• Assist in event planning, including but not limited to:
  • Coordinate logistics for events, including venue selection, layout arrangements, and setup requirements.
  • Manage event registrations and RSVPs, including tracking guest lists, sending invitations, and confirming attendance. Prepare and distribute event materials such as tickets, name badges, and informational packets.
  • Coordinate with vendors and suppliers, including booking catering services, audio-visual equipment, and other essential services. Ensure timely delivery and setup of vendor services.
  • Oversee event day operations, including supervising event setup, coordinating with staff and volunteers, and managing any on-site issues or last-minute changes.
  • Assist in post-event activities, including gathering feedback from attendees, evaluating event success, and providing recommendations for future events. Manage clean-up and ensure the venue is returned to its original condition.
• Handle daily deliveries and check mail regularly.
• Follow up on vendor communications and assist in vendor (invoice) management.
• Support marketing and company events for the business, partners, and sister companies including boat rides.
• Perform other miscellaneous administrative tasks as needed, including supporting other departments.

Please email resume to: HR@usa-rc.com