Openings >> Showroom Concierge
Showroom Concierge
Summary
Title:Showroom Concierge
ID:1106
Department:Facilities/Administration
Location:Boston, MA
Description
Red Thread the premier provider of office furnishings, architectural and technology products and services, seeks an experienced customer service professional to join our team in Boston. 
 
The Showroom Concierge is responsible for the smooth and efficient execution of all office administrative and facility services on a day-to-day basis.  Responsibility for assisting and facilitating the regular review and implementation all office service agreements and non-IT equipment leases as well as establishing and maintaining vendor relationships.  Duties also include budgeting, planning and the execution all Red Thread on-site events (customer luncheons or dinners, parties, seminars, etc.) to include all details relative to facilities, food, beverages, and office logistics.
 
Job  Functions:
  • Plans and coordinates business meetings and events as requested within Red Thread’s policies and guidelines.  Responsible for ordering services which comply with Red Thread budgets and guidelines; negotiating vendor contracts; attending and ensuring the smooth execution of each event; following-up with vendors on all outstanding, post-event issues or disputes.  Maintains an event book detailing vendor contact information, menus, pricing, etc., which can be used during her absence to coordinate last-minute meetings and events.
  • Coordinates the procurement of office supplies, ensures adequate office supply levels, maintains office equipment, and assists in pricing negotiations with office vendors, reviews agreements, verifies invoices and reviews competitive pricing and bids on a routine basis in order to maximize pricing efficiencies.
  • Responsible for the smooth execution and resolution of all issues related to building facilities (electrical, plumbing, cleaning, parking, painting, vending, HVAC) security, property protection, audio visual services, as well as keys and key fobs.
  • Coordinates, measures and monitors service performance of all courier services, photocopier and fax service, building service providers and other vendors related to facility maintenance and management.  Responsible for maintaining the Boston office in the expected state of cleanliness, tidiness and décor commensurate of a working showroom – in accordance with OE protocols and procedures.
  • Maintaining the appropriate inventory levels of first aid supplies, office supplies, kitchen supplies, and meeting supplies. 
  • Responsible for off-site storage to include vendor interaction, contact renewals, database review and updating, and document destruction, in accordance with Red Thread guidelines and protocols.
  • Assist the Marketing Department with the Showroom Customer Experience: Track customer visits in the Customer Master Calender and Spreadsheet; Insure all Showroom Experience Protocols are followed and alert Marketing to any compliance issues
  • Food and Beverage Service: Responsible for all food, beverage, and catering ordering, set-up, delivery and clean-up.  Maintains adequate inventory levels.  Responsible for processing on invoices, cross charges, etc.  Adeptly handles last minute and rush orders.
  • Responsible for the smooth execution and operation of all mail room activities, including meter maintenance, ensuring adequate levels of postal supplies and monies, handling requests for package tracking, ensuring the proper and timely distribution of all incoming and outgoing mail and packages.
  • Responsible for reception desk and concierge services: working 4 hours per day at reception, maintaining reception work schedules to ensure adequate staffing coverage and back-up in the event of unexpected absences; maintaining an up-to-date reference manual of for the execution of the receptionist position; training staff on reception coverage.
  • Provides all new employees with an orientation of the facilities and security, name plates, mailboxes, preparation of work space and ordering of additional office supplies.
  • Handles miscellaneous tasks and special projects as requested, i.e., procuring raffle gift certificates, contracting for bus/van rentals, distributing and tracking POs, etc.
  • In coordination with Marketing and Sales leadership - event planning/coordination and execution (catering details, location logistics, furniture relocation/replacement, set-ups/break-downs, entertainment arrangements, registration, name badges, etc.
  • Responsible for all Boston staff relocations/moves, including communication to all parties, order entry, scheduling ops, coordinating staff/vendor activities.
  • Coordinates pick-ups and deliveries of archive materials and maintains archive records
  • Assist Sales Administration Department on occasion as needed
 
Qualifications:
  • Intermediate proficiency in MS Office and Outlook
  • Ability to work overtime on a regular basis and unscheduled basis
  • Previous experience with postal systems, on-line ordering of supplies
  • Has strong interpersonal skills and must be able to interact with varying degrees of authority both internally with staff and externally with vendors and clients.
  • Ability to review bids, participate in contract negotiations, and follow-up on outstanding issues requiring resolution.
  • Ability to communicate in a clear, timely and professional manner with all levels of staff, clients and vendors
  • Highly detail oriented with solid organizational and administrative abilities to handle multiple priorities and projects concurrently.
  • Facilitates various situations with diplomacy, tact, innovative solutions and strong problem solving skills
  • Maintains familiarity with Red Thread’s policies, procedures, objectives, physical environment, culture and business cycle in order to perform job responsibilities
 
            Level of Education/Training/License:
  • Business or Liberal Arts degree is highly desirable
 
            Experience:  
  • Requires minimum of five years previous experience in event management, facilities management, concierge and/or office management in a professional services environment.
 
We offer a competitive compensation and benefits package including medical, dental, STD, LTD, Life/AD&D, 401(k), vacation, sick time, and paid holidays.
 
This position is located in Red Thread’s headquarters in Boston’s Seaport District and offers employees a unique working environment in our state-of-the-art showroom.  We offer a competitive compensation and benefits package including medical, dental, STD, LTD, Life/AD&D, 401(k), Paid Time Off, and paid holidays.
 
This opening is closed and is no longer accepting applications
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