- Greet clients, vendors, and all visitors in a professional and courteous manner and notify appropriate staff upon arrival.
- Manage the front office, reception area, break area, conference rooms and kitchen.
- Answer and direct incoming telephone calls.
- Collect mail, distribute, and coordinate deliveries.
- Maintain neatness in conference rooms, reception desk, break area and kitchen. Includes loading/unloading dishwasher and stocking refrigerator.
- Maintain Office Calendar events and maintain Video Equipment calendar so they are up-to-date.
- Manage conference room scheduling.
- Manage Client contact information for Client Resource Management system for key office & studio leaders.
- Notify teammates of upcoming events: Studio meetings, All Staff meetings, Client meetings – when appropriate, Off-site Storage pickups, PTO, Director absences, etc.
- Meeting Notes, Letters, Memos, Work Authorizations, Transmittals, Budgets, Specifications, Project Directories, Punch Lists, and other documents as needed.
- Manage learning platform data for staff along with CEU and professional licensure information.
- Assist with organizing and maintaining project filing with accounting department.
- When needed, assist Studio Leaders with targeted calendar management, booking travel, managing expenses, tracking of professional credentials.
- Own and manage Studio-wide meetings; create and maintain schedule; work with studio leadership to develop agenda; manage action and follow up items; secure space and refreshments as required.
- Assist leadership with management of staffing for the studio.
- Work with Human Resources teammates on talent related initiatives such as Professional Development Program process monitoring and tracking; onboarding monitoring and tracking; new hire set up.
- Other activities such as managing the studio PTO calendar.
- 3+ years of experience in an administrative capacity.
- Customer service / concierge / front desk reception experience in an office environment.
- Microsoft Office proficiency, including experience managing multiple calendars in Outlook.
- Proficient in booking complex travel.
- Basic aptitude with Adobe Suite (In Design) and Miro are preferred.
- Familiarity with Salesforce a plus.
- Proven attention to detail, with excellent organizational and technical skills.
- Must be able to determine priorities, take ownership of tasks, and exhibit a high level of initiative and follow-through.
- Established success prioritizing multiple tasks/projects simultaneously.
- Excellent communication and relationship management skills.
- Ability to interact professionally with individuals at all levels.
- Proactive by nature and curious to learn more about our business.
- Ability to always maintain composure in hectic situations, quick to smile and a consistent positive "get it done" attitude.
- Ability to work regular business hours (8:30 am – 5:30 pm) Monday through Friday.
- Encouraged to have a LinkedIn public profile complete with current/past work information.
- CDFA (Certified Design Firm Administrator) certification is a plus.
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Client Concierge - Miami, United States - Gensler
Description
Gensler is seeking an experienced Front Desk Concierge to join our team in Miami, located in the heart of Wynwood Arts District. This role acts as the Director of First Impressions and will be the face of the organization and those who visit our office. This position is an integral member of the office and requires a true professional. All comings and goings are through this individual, plus there are many administrative support aspects with support for the design studio, marketing and accounting groups. If you are a person who prides themselves on their upbeat, professional demeanor and an ability to multitask, this is a great role for you
What You Will Do
Office Concierge
Studio Operations
For each of the areas listed, duties may be identified or emphasized, based on the business needs.
Your Qualifications
Life at Gensler
At Gensler, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions to "Well-being Week," our offices reflect our people's diverse interests.
We encourage our employees to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays and paid time off. We also offer a 401k, profit sharing, employee stock ownership and twice annual bonus opportunities.
As part of the firm's commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.
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