Front Desk/Office Administrator

Job Overview

The Bellevue Convention Center Authority is looking for a Front Desk / Office Administrator for Meydenbauer Center. Are you someone who thrives in a dynamic environment and enjoys providing exceptional guest service? This role is responsible for opening and closing the office Monday through Friday and managing communication at the front desk, including answering phones, handling mail, and greeting visitors with professionalism and warmth. Duties include completing clerical duties for the organization as well as scheduling meetings, ordering office supplies, and managing internal use of our facility conference rooms. The role also requires the ability to maintain an awareness of activity within Meydenbauer Center and visitor activities around Bellevue and field general questions on these items. In this position, you'll also stay informed about the event activity in the building, allowing you to confidently answer general event-related questions. Additionally, you'll have opportunities to assist the Event Management team with event-specific tasks, adding variety to your day. The Front Desk / Office Administrator is highly visible and often the first and last representation of the BCCA; excellent communication skills and professional appearance and demeanor are required.

Responsibilities And Duties

• Greets visitors and welcomes them to Meydenbauer Center.
• Answers and forwards calls using strong communication skills on multi-line system (up to three incoming lines). Answers routine inquiries in person or by telephone in a courteous and tactful manner. Retrieves messages from voicemail daily.
• Opens, sorts, date stamps and routes incoming mail daily.
• Receipts incoming payments daily.
• Maintains general upkeep of the reception area and copy room which includes running and emptying the dishwasher and overseeing the copier.
• Places office supply orders for the copy room and preauthorized office supply requests from employees.
• Assists HR with posting birthdays and anniversaries monthly, updating the Department of the Month board and collecting employee recognition cards and posting monthly winners.
• Relies heavily on finding and conveying information by computer using CRM software, the internet and email.
• Manages the internal scheduling of the Executive Conference Suites, including general upkeep of the rooms. Acts as a "concierge" to external clients using the conference suites.
• Assists in the setup of BCCA board meetings, including assembling binders for the meetings and other support as needed.
• Prepares reports for weekly production and sales meetings.
• Maintains a log of parking validations from client and visitor meetings.
• Prepares and reviews contracts for completeness, compliance and/or edits, and coordinates the execution process in support of the Event Managers.
• As a support function for the Event Managers completes forecasting, contract, insurance, and deposit follow-up for contracted events. Uploads/logs insurance when received via mail.
• Sends requests for client's information for Meydenbauer Center's public electronic signage (marquee) and web-based event calendar.
• Manages all aspects of client Post Event Review Surveys by sending initial request for completing the online survey, reminding clients who have not yet responded, and sending "Thank You" cards to clients that have already completed the survey. Manage the distribution and logging of our post event customer surveys in SurveyMonkey.
• Compiles quarterly and annual Post Event Review Survey reports.
• Manages internal meeting requests and communicates internal meeting service needs to department managers.
• Follows up with initial wedding inquiries, distributing all viable wedding leads to appropriate event manager
• Project-based jobs (stickering items, helping with name tags for internal events, cutting ribbon for pie boxes)
• Assists marketing team with internal messaging to include newsletters and internal boards.
  
  

Qualifications

• High school diploma or general education degree (GED).
• Minimum one year computer experience with emphasis on Microsoft Office Suite.
• Two years of varied administrative support and receptionist experience and/or two years in the hospitality industry in a customer service role.
• A strong, service-minded work ethic with a drive to meet deadlines and a positive, upbeat attitude when encountering ambiguity and change.
• A passion for solving people and process challenges while demonstrating an exceptional high level of collaboration.
• Excellent speaking and listening skills to share information effectively, while paying careful attention to concerns and questions from employees and job applicants.
• Other equivalent combinations of education and experience may be considered.
  
  

WORK ENVIRONMENT

While performing the duties of this job, the employee works indoors in an office environment utilizing standard office equipment including personal computer and associated software and peripherals.

Physical Requirements

The physical requirements described here are representative of those that must be met by an employee, with or without reasonable accommodation, to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee is regularly required to talk or hear.
• The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
• The employee may frequently lift and/or move up to five pounds, regularly lift and/or move up to 10 pounds, and occasionally lift and/or move up to 25 pounds.
• The Employee will have prolonged periods of sitting at a desk and working on a computer.
• The employee must be able to access and navigate each department at the organization's facility.
  
  

POSITION TYPE / WORK SCHEDULE

This is a full-time position. Standard days and hours of work are Monday through Friday, 8am to 5pm with one hour off for a lunch break.

Other Duties

Please note this job description is not designed to cover a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job as they may change at any time, with or without notice.

EEO STATEMENT

The Bellevue Convention Center Authority provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state and local laws. This statement applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.