Our global software client is looking for a Directory Assistant to help their team on this long-term freelance assignment. This role is onsite in Boston, MA.
The Directory Assistant will be responsible for:
- Maintain professional appearance of building lobby and reception area.
- Ensure meeting rooms serviced appropriately prior to meetings/events and assist with large events set up, room reservation, planning, and execution.
- Coordinate with build space manager and ensure liability waivers are signed and recorded before entering the Tech center.
- Receive/ distribute mail and perform shipping functions for facility.
- Function as a liaison between event coordinators, customers, vendors, and visitors.
- Support, manage visitor tours and function as an ambassador to event coordinators.
- Create new access badges (all types) and assist visitors for meetings.
- Ability to demonstrate excitement and pride to be part of the Autodesk team.
- Professionally manages all phone calls and routes callers and answers questions in a timely and courteous manner.
- Manage card key access and/or photo ID system for building and grant access to employees.
- Maintains security requirements by ensuring visitors and contractors sign visitor log and by distributing guest badges.
- Alerts Security or Facilities staff of any disturbances or potentially issues.
- May function as point of contact in case of an emergency or disaster, coordinating with Facilities staff.
- Coordinate taxi service, van service or contracted bus service for large meeting and events.
- Assist with events for company within the Conference Business Center and executive conference room which include room reservation, meeting preparations, and planning.
- Uses company intranet to look up employees contact information.
- Communicate with employees on site-specific issues.
- Generate purchase orders using Ariba and manage expense in concur.
- Distributes all outbound mail in time for daily departure by courier or USPS. Manages international shipping function and becomes familiar with relevant shipping rules and regulations.
- Manages conference room bookings, loaner equipment (remote controls, adaptors, headphones, etc.) distribution.
- Responsible for corporate transportation program which includes shuttles, Building parking, Garage Parking, and taxi service.
The ideal Directory Assistant should possess the following:
- Minimum high school diploma or GED
- Ability to Multi-task
- 1-3 years of Concierge/Front desk reception experience
- Energetic and detailed-oriented
- Basic computer knowledge, i.e., MS Word, Excel, SharePoint a Plus
- Customer Service experience
- Highly organized and ability to troubleshoot
