Hospitality Coordinator

Field Representative II, Concierge Hospitality Position Profile

This position works closely with office administration to ensure the customer’s culture is represented to the external world. Responsibilities include greeting callers and clients, managing conference room scheduling, preparing for key client visits (signage, workspace preparation, etc.), and coordinating client travel arrangements when necessary.

The role also supports group company activities such as parties, group functions, and department meetings. Additional responsibilities may include general clerical duties, reception, copying, mail services, shipping and receiving products and supplies, and sorting/distributing incoming and outgoing mail.

This position reports directly to the Site Manager or Assistant Site Manager, depending on site configuration.

• Greet visitors and guests; validate against guest list, provide badges, and parking validation as needed
• Serve as company concierge for guests, clients, and staff, including facility tours and recommendations for hotels, restaurants, and points of interest
• Coordinate catering for meetings with support staff and caterers
• Maintain and update company phone and speed‑dial lists
• Schedule meeting rooms and ensure each room is properly supplied and set up prior to meetings
• Assist with audio‑visual equipment for meetings
• Provide backup clerical support for Executive Assistants
• Assist with departmental or non‑client business activities as needed
• Assist in daily management of facilities
• Perform other duties as assigned
• Create proposals in customer systems as well as in print production environments
• Support executive‑level, client‑facing staff
• Manage vendor procurement and coordination for special projects
• Represent the culture of both Ricoh and the customer as required

Typically Requires:

• High school diploma or equivalent
• 1–3 years of experience in the field or a related area
• Experience working in a headquarters environment preferred

• Strong organizational and coordination skills
• Demonstrated customer service skills
• Proficiency with PCs, including Microsoft Office Suite
• Strong problem‑solving abilities
• Ability to use audio‑visual equipment
• Ability to work with minimal supervision

• Typical office environment with adequate lighting, ventilation, and normal temperature and noise levels
• Work assignments are diversified; requires interpreting, comprehending, and applying complex material, data, and instructions, and conveying varied information
• Minimal physical effort required; work is mostly sedentary but may involve walking, standing, bending, reaching, and lifting or carrying objects under 10 lbs. (e.g., papers, books, files, small parts)
• Moderate dexterity required, including regular use of calculators, keyboards, hand tools, and eye/hand coordination

The above statements describe the general nature and level of work performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the role.