Assistant Site Manager - Executive Reception Services

Consider a new, rewarding career today as an Assistant Site Manager - Executive Reception Services with IST Management Services! Ideal candidates will have experience in reception/front desk services and management, possess an excellent customer service mindset, display clear communication abilities, and are ready to grow in their professional career. The Assistant Site Manager - Executive Reception Services will assist the On-Site Manager with overseeing reception and executive administrative services provided and staff, in addition to assisting the on-site team with services provided as necessary.

About Us

IST Management is a business process outsourcing company. We have over 1,800 employees, in business over 29 years with operations in over 38 cities across the U.S. We provide facilities management including copy, mail, and records management services. We provide recruiting services on a direct-hire basis. We also provide e-Discovery services including processing, hosting, court reporting, collections/forensics, managed review, and managed services. IST Management is a Relativity Certified Provider.  

IST Management Services was selected as one of the fastest-growing companies in the U.S. as a winner of the Nation’s Best & Brightest Companies to Work for, as well as the HR Professional Excellence Award from the Society for Human Resource Management. We’re a proud partner of the Military Spouse Employment Partnership through our nation’s Department of Defense and have committed to Hiring Our Heroes mission to hire 100,000 active and former service members. IST Management has also been included in the INC 5000 list!

Benefits Include: Medical, Dental, Vision, STD, LTD, Life, 401k, Paid Time Off, 7 paid holidays, pet insurance and bonus incentives

Hourly Compensation: $27.00hr - $27.00hr 

Schedule: Monday-Friday, 8am-5pm. No nights or weekends!

The Assistant Site Manager - Executive Reception Services will assist the Site Manager with overseeing on-site reception and executive administrative services provided and staff, in addition to assisting the on-site team with services provided.

Management duties include:

• Coordinates activities for on-site staff
• Prioritize work and deploy staff as required to ensure customer needs are met in regards to on-time delivery of services and quality of work
• Ensures all work standards are met on a consistent basis
• Orders supplies for department 
• Ensures all work standards are met on a consistent basis by IST site employees
• Insures maximization of productivity through efficient use of standard operating procedures
• Acts as liaison to client in absence of on-site manager
• Manages, trains and coaches employees and develops a work environment that promotes high motivation and customer satisfaction
• Ensures the proper and safe use of all equipment used by employees

Executive Administrator - Receptionist duties include:

• Smiling, greeting visitors and employees upon arrival
• Handle inquiries (phone, email, chats, etc. and direct accordingly)
• Manage ID badging and assist with access control issues
• Assist with client and employee parking (daily stickers, parking permits)
• Escalate calls and requests as necessary 

Conference Room duties include:

• Manage meeting rooms for client occupancy 
• Manage meeting room availability and scheduling for Exchange 
• Manage all meal/coffee requests for client meetings 
• Manage milk and daily breakfast counts with caterer 

Administrative support duties include: 

• Input invoices for processing/create PO's for vendors 
• Manage employee uber and meal accounts 
• Assist with internal office moves 
• Manage business card orders 
• Assist with new hire orientations as needed 
• Assist with hoteling seats/offices 
• Other tasks as assigned to support client and site needs

Job Requirements:

• Prior receptionist or relevant experience preferred ; Must be computer savvy-including Microsoft Office products
• One year experience supervising or managing similar operations preferred; Knowledge of supervisory techniques to manage, motivate and train employees
• High School Diploma or GED
• Professional appearance and demeanor- Must have high level of professionalism; Excellent communication skills both verbal and written
• Ability to effectively work individually or in a team environment; Competency in performing multiple functional tasks
• Ability to meet employer's attendance policy
• Ability to lift up to 50 pounds with aid as needed, extended periods of walking and standing; Reliable transportation to and from work
• Ability to prepare reports and present information to customers
• Must have attention to detail and critically think through and resolve problems

IST Management provides reasonable accommodations to individuals with a disability in accordance with applicable law in both the application and employment stages. If you require any accommodation in completing your application for employment, please let us know by informing our Talent Acquisition team. Contact information here: https://www.istmanagement.com/talent-acquisition-team

Please respect individuals reaching out for accommodations by utilizing the contact information only for this purpose. You will receive correspondence directly from your local IST Management hiring team regarding your application submission and status after submission.

IST is an Equal Opportunity Employer (EOE). We are committed to providing equal employment opportunities to all qualified applicants, regardless of disability or veteran status.