As a Receptionist with Forrest Solutions in our Los Angeles clients site, you will play a pivotal role in providing top-notch service to both internal staff and external visitors. This position is responsible for managing meeting room bookings, hoteling, visitor management, catering, and event logistics while delivering an outstanding client service experience. You'll be the face of the office, ensuring smooth operations and facilitating seamless communication between departments and guests.
Key Responsibilities:
Meeting Room Bookings & Management:
- Coordinate and confirm meeting room reservations, including catering details and special logistics.
- Optimize meeting room usage to ensure efficient allocation of spaces.
- Communicate with internal teams to manage any room scheduling conflicts.
- Act as a point of contact for meeting hosts, ensuring logistical needs are met.
- Enter and confirm meeting details in the event reservation system and provide support to VIP and client meetings, including setup and supplies.
Hoteling & Workspace Coordination:
- Manage hoteling spaces and follow up on no shows and cancellations.
- Resolve scheduling issues and assist with booking new reservations.
- Ensure the efficient use of all booked hoteling spaces and maintain open communication across departments.
Visitor & Concierge Services:
- Greet guests, manage visitor entries, and issue visitor access cards.
- Offer concierge services such as arranging car services, providing local information on dining, lodging, and entertainment, and assisting with gifts or flowers for clients and employees.
- Ensure a smooth guest experience from arrival to departure.
Catering & Events:
- Place and manage catering orders for meetings and events, ensuring dietary needs, accurate headcounts, and budget compliance.
- Manage logistics for events, including setup, delivery, and breakdown.
- Issue event forms and track catering requirements for meetings.
Concierge & Administrative Support:
- Coordinate services such as car arrangements for staff and clients.
- Assist with inquiries related to the office, personnel, or local amenities.
Reporting & Tracking:
- Provide regular reports to management, including customer satisfaction, conference room, and hoteling space utilization.
- Track occupancy rates, high-demand rooms, and volume of service requests.
Qualifications:
- Proven experience in hospitality or a hotel-driven leadership position.
- Excellent communication skills, both verbal and written.
- Strong leadership abilities and the capacity to mentor and manage staff.
- Ability to manage high-pressure situations with effective time management and conflict resolution skills.
- High proficiency in Microsoft Office products and event management software.
- Strong attention to detail, organizational skills, and multitasking abilities.
- Discretion in handling sensitive information.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.