Administrative Management, Administrative Skills, Catering Services, Communication Skills, Conference Management, Customer Relations, Customer Support/Service, Data Quality, Delivery Driving, Detail Oriented, Government, High School Diploma, Interpersonal Skills, Inventory Management, Inventory Reports, Medical Office Administration, Microsoft Office, Microsoft Outlook, Microsoft Word, Multitasking, Off-Site Storage, Organizational Skills, Record Keeping, Records Management, Telephone Skills, Time Management
JOB DESCRIPTIONWe are seeking a highly organized, customer-focused Client Services / Hospitality Representative to join our Boca Raton office. This role serves as the first point of contact for clients, visitors, and employees while providing hospitality, administrative, records management, and office support services. The ideal candidate will possess excellent communication skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced professional environment.
Key Responsibilities
Reception & Client Services
- Serve as the primary receptionist and front desk representative.
- Answer and direct incoming telephone calls professionally and efficiently.
- Greet clients, visitors, and guests, ensuring a welcoming and professional experience.
- Reserve and coordinate conference room schedules.
Hospitality & Meeting Support
- Prepare and set up conference rooms for meetings and events.
- Coordinate and order catering services for meetings and office functions.
- Maintain kitchen and pantry supplies, ensuring inventory is adequately stocked.
- Provide hospitality support for internal and client-facing events.
Mailroom & Administrative Support
- Process all incoming and outgoing mail and packages, including US Government Client, FedEx, and courier deliveries.
- Arrange messenger and delivery services as needed.
- Perform copy center services, including large-volume print jobs.
- Assist attorneys and staff with trial binder preparation and document production.
- Support clerical projects, filing, document updates, and general administrative tasks.
Records Management
- Enter, update, and maintain accurate information within the records management system.
- Prepare physical records for off-site storage.
- Organize, label, and maintain records to ensure proper retention and retrieval procedures.
- Assist with records inventory and compliance initiatives.
Office Operations
- Monitor and maintain office supply inventory.
- Submit and track building maintenance and service requests.
- Support day-to-day office operations and facility-related needs.
Qualifications
- High school diploma or equivalent required; additional administrative or hospitality experience preferred.
- Prior experience in reception, hospitality, office services, administrative support, or records management preferred.
- Proficiency with Microsoft Office Suite, particularly Microsoft Word and Outlook.
- Strong customer service and interpersonal skills.
- Excellent organizational, time management, and multitasking abilities.
- Strong attention to detail and accuracy.
- Ability to work independently and collaboratively in a professional office environment.
- Ability to lift and move office files, packages, and supplies when necessary.
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Vantage Point Consulting