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Company Name : HMG Plus, Inc.
Location : Brooklyn, NY
Position : Administrative Receptionist
Job Description : Key Responsibilities:
Stand to greet all guests/ visitors, ensure eye contact is made
Escort guests to the required destination, ensuring smooth transitions between team members at each stage of their journey.
Aim to provide an update to any visitors waiting for verification in reception every five minutes.
Proactively deal with inquiries and requests in person, via the telephone or email, in a timely and professional manner.
Continually develop client knowledge and awareness of the MD Folder.
Maintain the necessary awareness of building facilities to advise and direct guests appropriately.
Assist with separate registration desks for functions as required.
Reserve appropriate meeting spaces for all enquiries, whether in person, via email, or via telephone, offering proactive service and alternate accommodation when needed.
Communicate effectively with peers and the management team, displaying accuracy and attention to detail both in verbal and written communication.
Maintain a strong awareness of business activity and communicate all updates with your team members.
Liaise with conference floors and concierge to ensure the smooth arrival of the host’s clients.
Communicate to the Director of Conference Services about any new / ongoing / potential issues and complaints so that they are addressed accordingly. Follow this up promptly with a detailed email.
Communicate effectively with the conference team, the pantry team and the reservations team on new bookings, changes to existing bookings and on any cancellations.
Provide assistance according to business needs e.g. lunch cover, annual leave cover etc.
Support the training of new receptionists and complete buddy checklists accordingly.
Take part in the cross-training program which covers all areas of the department, when available.
Liaise with the catering team and audio-visual team to ensure smooth operations and delivery of service for all meetings and events.
Adhere to the Company and the Firm’s policies and procedures.
Abide by all Security policies and procedures, including access restrictions, the receipt of goods and Fire and Life Safety information.
Comply with the Reception Services Standard Operating Procedures (SOP) Manual and keep up to date with added information issued. Familiarize yourself with the site-specific SOPs.
Call the automated line to report on duty, late or sick within the set time scales.
Understand how to sign the keys in and out from Security and the requirements for unlocking / locking the reception area at the start and end of each shift.
Answer the phone promptly and politely within three rings.
Understand and use the visitor registration system and have a thorough working knowledge of the room booking system. Run system reports as required.
Promote the use of the visitor registration system to bookers, guiding them to pre-register their guests, especially before large events.
Be aware of room status in client rooms at all times, ensuring the room is ready prior to the next booking.
Monitor access and redirect contingent workers and external couriers to the correct location.
Provide comprehensive handovers for members of the next shift at all times.
Always maintain confidentiality. Keep all information and materials relating to the business of the firm and its clients confidential.
About HMG Plus, Inc.:
HMG Plus is the Tri-State’s leading hospitality staffing service, focused on specialized hospitality training and recruiting. We find our success in our passion for hospitality, our commitment to excellence in service, and in the power of people. We believe the right people- carefully chosen, rigorously vetted, properly trained, impeccably presented, and led by a team that’s always ready and on-demand have the ability to transform any hospitality experience. While we are industry experts with our history spanning over two decades, it’s time to hone the art of change for our new future. HMG Plus looks forward to being 100% ServSafe certified, expertly trained in safety and sanitation, and technologically forward to best fit all evolving needs. We are here to be both the experts in hospitality staffing and hospitality safety. Above all else, HMG Plus is here for you to make your hospitality experience exceptional.We found it in our passion for hospitality, our commitment to excellence in service, and in the power of people. We believe the right people—carefully chosen, rigorously vetted, properly trained, impeccably presented, and led by a team that’s always ready and on-demand—have the ability to transform an event and the experience of everyone who attends it. We prove it to our clients (and theirs) event after event. We look forward to doing the same for you.
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