RECEPTIONIST- PALM BEACH COUNTY CONVENTION CENTER
Company: Oak View Group
Location: West Palm Beach
Posted on: October 18, 2024
Job Description:
Oak View GroupOak View Group is the global leader in venue
development, management, and premium hospitality services for the
live event industry. Offering an unmatched, 360-degree solution set
for a collection of world-class owned venues and a client roster
that includes the most influential, highest attended arenas,
convention centers, music festivals, performing arts centers, and
cultural institutions on the planet.Position SummaryOverview - Full
Time OpportunityThis position is responsible for representing the
organization professionally by answering incoming calls, properly
routing them, taking messages, assisting customers with
information, and greeting visitors.This role will pay a salary of
$16 to $18.For FT roles: Benefits: Health, Dental and Vision
insurance, 401(k) savings plan, 401(k) matching, and paid time off
(vacation days, sick days, and 11 holidays).This position will
remain open until December 31, 2024About the VenuePalm Beach County
Convention Center, managed by Spectra Venue Management, opened its
doors in 2004. This 350,000 square-foot center has established
itself as the premier boutique' meeting destination in South
Florida and one of the top convention centers in the country;
hosting a diverse array of conventions, trade shows/consumer shows,
conferences, social events, and meetings located in the Heart of
Downtown West Palm Beach. The convention center is an architectural
masterpiece designed with the look and feel of a luxurious cruise
ship, featuring 100,000 square-foot exhibit hall, a 22,000 sq. ft.
ballroom and 21,000 sq. ft. of flexible breakout space divisible
into 19 rooms with various room size options and endless set-up
possibilities, the Palm Beach County Convention Center is the ideal
event and meeting destination. Nearby attractions include
CityPlace, a $600-million shopping, dining and entertainment
complex; the nationally acclaimed Raymond F. Kravis Center for the
Performing Arts; Palm Beach's famous Worth Avenue; and South
Florida's beautiful beaches. The convention center also added a
beautiful new 400 room Hilton Hotel in January of 2016, which
connected to the east side of the facility. -
ResponsibilitiesReceive Visitors
- Maintain a supply of event lists for walk-up clients and/or
phone calls to send by mail.
- Greet persons entering establishment, determine nature and
purpose of visit, and direct or escort them to specific
destinations.
- Determine visitor needs in a professional manner
- Direct visitors to appropriate department manager
- Offer refreshments to visitors where appropriate
- Ensure staff back up when absent from reception deskAnswer
Phone Calls
- Operate multi-line telephone switchboard to answer, screen and
forward calls, provide information regarding events, takes messages
and schedules appointments.
- Answer and address incoming phone calls in a timely and polite
manner
- Clearly determine the purpose of the call
- Deal with queries and provide correct information
- Forward incoming calls to appropriate staff person
- Take and deliver messages accurately and completely
- On a weekly basis, updates the automated telephone answering
recording with upcoming events information.
- Provide event information as requested such as ticket pricing,
event times, parking instructions, directions, area information,
restaurant options, etc.Manage Mail
- Collect, sort, distribute and prepare mail, messages and
courier deliveries.
- Prepare outgoing mail for pick-up or courier
- Organize courier deliveriesMonitor Administrative area
- Monitor people coming and going through the reception
doors
- Issue visitor passes where required
- Be aware of and report suspicious activity
- Keep reception area clean and neat
- Maintain and organize reading material in lobby area
- Review meeting room schedules for food function set up.
- Schedule appointments and maintain and update appointment
calendars.
- Maintain front office in orderly condition.
- Create purchase orders and submit them for payment.
- Log all incoming checks from clients.
- Performs other clerical duties as needed, such as filing,
typing, photocopying, and collating.
- Performs other duties as assigned.Financial
- Assist finance department with Accounts payable and
receivables
- Basic bookkeeping dutiesClerical
- Photocopy, Fax/Scan documents
- File documents accurately
- Maintain equipment and report any malfunctions
- Prepare correspondence and contract documents and revisions as
needed for department managers
- Update databases as requested
- Prepare and maintain spreadsheets
- Schedule and follow up on appointmentsQualificationsPersonal
Presentation
- Maintain a neat and well-groomed appearance
- Maintain an attentive posture
- Respond professionally to visitors and callersCompany
Representation
- Maintain confidentiality and show discretion
- Adhere to company policies and procedures
- Represent organization in an ethical and professional
manner
- Maintain a complete knowledge of organizational structure,
personnel names and titles
- Remain calm under pressure
- Must have interpersonal skills, with the ability to resolve
situations with limited incident. - -
- Must be flexible and be able to adjust to changing conditions
and circumstances.
- Must demonstrate a positive attitude and cooperate with staff.
- Communication skills
- Excellent Customer Service skills
- Verbal and written communication skills to interact clearly
with customers, vendors and other employees
- Organization skills to keep accurate records and find important
information quickly
- Write well using correct grammar and spelling
- Communicate verbally with confidence and clarity
- Ask effective questions and Listen actively and respond with
empathy
- Follow instructions properly
- Understand and respond to non-verbal signals
- Visibility of work requires attention to detail and excellent
organization skills. -
- Must be a self-starter; be self-motivated, and able to multi
task.Customer Service Orientation
- Clarify customer needs
- Provide solutions and support to the customer using in-depth
knowledge of company products and services
- Deal effectively with difficult customers
- Patience, understanding and listening skills to respond
appropriate and interact positively with upset customers
- Interpersonal skills to create a pleasant experience for all
customers, such as being personable and attentive
- Must be able to lift up to 40 lbs.Computer Skills
- MS Word, Outlook, Excel
- Internet/Intranet
- Accurate typing skillsWork Management
- Set priorities, plan and organize tasks
- Schedule activities accurately
- Find and use resources effectively
- Pay attention to detail
- Complete tasks on timeStrengthened by our Differences. United
to Make a DifferenceAt OVG, we understand that to continue
positively disrupting the sports and live entertainment industry,
we need a diverse team to help us do it. We also believe that
inclusivity drives innovation, strengthens our -people, improves
our -service, and raises our -excellence. Our success is rooted in
creating environments that reflect and celebrate the diverse
communities in which we operate and serve, and this is the reason
we are committed to amplifying voices from all different
backgrounds.Equal Opportunity EmployerOak View Group is committed
to equal employment opportunity. We will not discriminate against
employees or applicants for employment on any legally recognized
basis ("protected class") including, but not limited to veteran
status, uniform service member status, race, color, religion, sex,
national origin, age, physical or mental disability, genetic
information or any other protected class under federal, state, or
local law.
Keywords: Oak View Group, Boca Raton , RECEPTIONIST- PALM BEACH COUNTY CONVENTION CENTER, Administration, Clerical , West Palm Beach, Florida
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