Receptionist Palm Beach County Convention Center

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Job description

Oak View Group:
Oak 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 Summary:
Overview - Full Time Opportunity
This 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, 2024

About the Venue:
Palm 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.

Responsibilities:
Receive 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 desk

Answer 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 deliveries

Monitor 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 duties

Clerical

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 appointments

Qualifications:
Personal Presentation

Maintain a neat and well-groomed appearance

Maintain an attentive posture

Respond professionally to visitors and callers

Company 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 skills

Work Management

Set priorities, plan and organize tasks

Schedule activities accurately

Find and use resources effectively

Pay attention to detail

Complete tasks on time

Strengthened by our Differences. United to Make a Difference:
At 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 Employer:
Oak 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.

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