Workplace Hospitality Associate

Workplace Hospitality Associate

Requirements

• Bachelor’s degree and minimum 3+ years of related experience in operations, hospitality, food & beverage, reception services
• Excellent interpersonal skills
• Motivated, responsible self-starter who operates with a sense of urgency and is results-oriented; takes initiative, leadership qualities and able to work within a group or alone
• Exceptional customer service orientation
• Excellent organizational and multi-tasking skills with the ability to prioritize multiple meetings and deliverables with a high level of attention to detail
• Able to meet frequent and specific deadlines and follow up consistently to ensure tasks are completed
• Excellent, clear written and verbal communication skills
• Have a collaborative, positive, team-oriented attitude
• Highest level of professionalism, discretion, and professional integrity
• Have sound judgment in order to resolve problems and make decisions
• Familiarity and understanding of various corporate services specific systems; including but not limited to Concur, IWMS tools, advance Adobe, BOX, Document Management tools, floorplan viewing software, EMS conference booking tools, strongly preferred, MS Office Suite: specifically comfortable working with numbers, advanced Excel skills required
• Strong work ethic, patience and a winning attitude. Calm and collected under pressure
• Resourceful, anticipates stakeholder requirements, adaptive and proactive to issues and changes
• Highest level of professionalism

Responsibilities

• Oversight of all New Jersey office hospitality and business services – reception, pantries, conference room and hoteling bookings, and office services.
• Responsible for the onsite day of coordination, planning, scheduling, and overall quality control of all meeting rooms.
• Manage outsourced provider personnel.
• Partner with service providers to ensure catering, event set up, service, and quality expectations are met.
• Act as primary relationship manager for all professional and corporate group contacts for the design, configuration and provision of services.
• Assist with conference/meeting room & officewide walkthroughs to ensure spaces are presentable and up to Blackstone standard. Managing maintenance, repairs, and cleanliness.
• Be one of the expert users for the firm’s conference room booking platform (EMS)
• Responsible for maintaining and fostering positive internal and external relationships, with clients, vendors, and service providers.
• Build and document standard operating procedures for all service teams (reception, pantries, conference rooms, meeting & hoteling requests, office supplies and events)
• Regular inventory and quality check of all supplies needed in the office.
• Partner with GCS CRES and T&E team to deliver holistic office-based experiences
• Ensure adherence with regional health and safety regulations, and that all food and beverage areas are maintained to the highest standards of cleanliness.
• Collaborate with Facilities and Procurement team to onboard new vendors and keep vendors up to date with insurance and building requirements.
• Prepare monthly reports to identify opportunities, efficiencies and cost optimization of services
• Proactively manage and maintain positive vendor relationships (i.e. outsourced vendors, food and beverage suppliers, etc); including conducting regular performance evaluation meetings to ensure BX service levels and values are achieved and within budget as well as invoice processing and payments/re-charges
• Assume the role as an “expert in residence” in space optimisation, keeping up-to-date on emerging technologies – in the hoteling, meeting and booking process.
• Report, track and monitor internal meeting/event/visitor activity, demand and data points, regular analysis and propose process improvements; e.g., tech systems EMS, Cvent, Envoy

Preferred Qualifications

• Familiarity and understanding of various corporate services specific systems; including but not limited to Concur, IWMS tools, advance Adobe, BOX, Document Management tools, floorplan viewing software, EMS conference booking tools, strongly preferred.