Receptionist

Circles is seeking a welcoming host, providing a best-in-class customer experience for a busy pharmaceutical conference center and main lobby. Working closely with the operations, facilities, security, and conference services teams, you will help greet guests, provide information for visitors, forward phone calls, and keep an orderly reception area. Ensure each guest or caller has a positive experience with their initial point of contact.

This role is ideal for someone with a proven background in luxury hospitality or customer service management who is ready to bring their leadership skills into a dynamic corporate environment. You will be instrumental in shaping a welcoming, efficient, and high-standard workplace experience for both employees and visitors.

The perfect candidate has at least 2 years of hospitality, customer service, reception or related experience. This role is expected to be in person and in the office daily, without exception.

Compensation for the role is $26-$28/hour

Job Responsibilities

Interact with and provide hospitality service to ~1200 visitors and ~2500 callers per month

Effectively operate Cisco phone systems, answer incoming telephone calls or messages within a reasonable amount of time during business hours, determine purpose of callers and direct calls appropriately, handle routine calls and escalate complex calls to supervisor

Greet incoming guests, professionally, timely and courteously, offer coffee, tea, or water, show guests where to store their luggage, escort guests to conference rooms if necessary

Anticipate and address the needs of visitors and employees before they arise, leveraging the relevant information to personalize each interaction. Create exceptional experiences that go beyond standard service, leaving lasting impressions on guests and employees alike. Provide a warm, professional welcome to all employees, visitors, and vendors to provide information, direct guests to conference rooms, and ensure each has a positive first impression and five-star workplace experience .Ensure visitors sign in, are issued visitor 's badges, and notify appropriate parties of visitors arrival

Maintain security by following procedures and controlling access.

Inform supervisors of key issues that impact customer service and implement solutions on a timely basis

Maintain reception displays and literature racks, restocking with Novo Nordisk literature

Proactively identify opportunities to improve customer service and all other aspects of Reception operations, makes recommendations to leadership on how to improve customer experiences

Report maintenance requests to facilities and monitor resolution as it impacts customer experience

Work with the AV team to assist with basic room setups, adjusting signage or room flow, retrieving and stowing event materials, clearing the rooms

On occasion, assist with conference room daily maintenance and housekeeping, including but not limited to white board cleaning, marker refresh, adaptor replacements, etc.

Assist in maintaining inventory of conference center and lobby materials and supplies, maintain and organize storage spaces, daily check and restocking of conference center and main lobby refreshment stations.

• Document all client interactions and service tasks in the CRM system daily to ensure accurate and comprehensive records are maintained

Other job-related duties as assigned.

Requirements

Competencies

A positive, proactive, and service-oriented attitude toward guests and daily work

A critical thinker who uses sound judgement when interacting with people

Excellent phone manners, able to learn phone routing

Ability to interface quickly and effectively with a variety of people including team personnel, clients, and vendors to establish productive, ongoing relationships

Proficiency in Microsoft Office, Outlook, and other business related applications

Excellent organizational, multitasking ability

Ability to resolve conflict and diffuse tense situations, especially during busy or high volume periods

Ability to maintain high level confidentiality and adhere to security policies

Requirements

Direct, face to face customer interaction experience required

2+ years of Reception, Hospitality, Administrative Assistant, Meetings & Event support, or facility maintenance experience required

High school diploma or equivalent degree required, additional education or skills training desired

Project management experience is a plus

Must be able to withstand prolonged periods of sitting at a desk and working on a computer.

Ability to lift and carry up to 15lbs

Benefits

• Medical, dental, vision insurance starting the first day of the month after hire

• Long-term and short-term disability insurance paid for by Circles
• 401k with match
• Life insurance paid for by Circles
• Generous PTO policy - Accrue up to 15 days during your first year
• Paid holidays
• One paid day off per year to volunteer
• Access to discount programs
• Four-week paid sabbatical every five years
• HSA/FSA account eligibility
• Access to Employee Assistance Program
• Access to Employee Benefit Resource Groups that provide ongoing learning and mentorship opportunities

Qualification

High School or equivalent