Concierge

We believe…

Every project can make life better.

Strong relationships inspire great work.

We must push boundaries and explore new ideas.

Model the outcomes we aspire to create.

Only together can we give it our all.

At Vocon, we are proud of the diverse range of backgrounds, personalities, and passions that make up our team.

But for all our differences, we are united by a core passion: creating designs that tell a story. We are an interdisciplinary

team of thinkers, makers, doers and, most importantly, people. Our interdisciplinary team may have diverse backgrounds,

but we speak with one voice. We share a passion for the power of design, and a commitment to collaboration at

every stage of the creative process.

Overview

Passionate about helping others and comfortable using interpersonal and organizational skills in a fun and creative office environment, the Concierge will help support our growing firm and diverse client base. This role is responsible for a full range of internal and external support services while upholding Vocon’s “White Glove Service” to all. The concierge will make the first impression on all Vocon guests. This role is responsible for greeting clients, candidates, and all other office visitors ensuring that they enjoy their experience at our office. This is a forward-facing role that will manage the front desk and community areas within the office. Comfortable with a fast-paced, proactive work environment, with the ability to be on their feet for long periods of time. Responsible for the coordination of critical office projects, in addition to day-to-day support requests/duties. The Concierge reports directly to the Office Manager in the Cleveland office.

Responsibilities

• Receive and direct visitors and incoming calls to the appropriate team members, while presenting a professional and welcoming first contact.
• Maintain the appearance of the lobby, conference rooms and office common areas; assuring they stay organized and client-ready at all times. Notify the janitorial or maintenance staff as needed.
• Address office maintenance issues by escalating to appropriate point of contact.
• Schedule and help coordinate meetings within the office, which includes reserving rooms, arranging equipment needs and catering requests.
• Ensure proper coding of invoices for catering services or other goods for expense tracking purposes.
• Provide back-up support to the Office Services Team in general administrative duties such running errands, distributing and tracking packages, preparing labels, posting mail and arranging messenger services as needed.
• Monitor and order office supplies and other common use items for the office as needed.
• Oversee the maintenance of equipment including copiers, phone systems and printers. Resolve minor equipment problems independently.
• Oversee the maintenance of off-site storage records; provide guidance to the team on proper document retention policies and procedures.
• Maintain relationships with vendors who provide services and goods to the office.
• Assist in the completion of the office Business Continuity plan.
• Participate as needed in other special projects and general office duties as assigned.
• Responsible for understanding the business, the departments within the business, general client concepts, and how the business works together to problem solve day-to-day requests and issues.

Capabilities

• Comprehensive insight into how to deliver industry-leading “Visitor Experience”.
• Ability to comprehend and interpret instructions, short correspondence, and memos; ask clarifying questions to ensure understanding.
• Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages. Requires basic analytical skills.
• Ability to effectively present information to an internal department and/or large groups of employees, and respond to common inquiries or complaints from clients, co-workers, and/or supervisors.
• Proficient with Microsoft Office Suite products including Outlook, Word, Excel.
• Applies critical thinking skills to foresee and connect the gaps related to general office operations issues or questions.
• Ability to work flexible work schedules based on business needs. (This is a non-exempt position).
• Strong communication skills, both written and verbal.
• Ability to maintain a positive and helpful attitude, and a professional demeanor under challenging circumstances.
• Ability to maintain a high degree of confidentiality and professionalism.
• Ability to maintain a cooperative and helpful demeanor while working with multiple interruptions and competing priorities.
• Ability to be on one’s feet for extended periods of time

• High School Diploma or GED required; Associate degree preferred.
• Previous front desk, concierge, customer service or other hospitality experience preferred.
• Minimum of one year of related experience (e.g. administrative, concierge or customer service roles).
• Work Location: Ability to be onsite M-F during core business hours 8:30-5:30 p.m.

This description indicates in general terms, the type and level of work performed as well as the typical responsibilities of employees in this classification. The duties described are not to be interpreted as being all-inclusive to any specific employee. Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.